Job Description
Job Description
Administrative Assistant — Tax & Wealth Management Office
About Us
We are a boutique firm specializing in tax planning, wealth management, and financial advisory services. Our client base includes individuals, families, and businesses. We seek a professional, proactive administrative assistant who can support our operations and help maintain the high standard of client service we’re known for.
Position Summary
You will be the frontline support for our client-facing and internal operations. This role requires strong organizational skills, excellent communication, and ability to juggle multiple tasks in a fast-paced environment. You’ll manage scheduling, client intake, CRM records, paperwork, and outreach to prospects. During tax season, flexibility in hours is required.
Key Responsibilities
- Answer and route call on a multi-line phone system
- Greet clients and create a professional first impression
- Schedule appointments across multiple calendars (team members)
- Reach out to prospective clients to schedule consultations
- Process, track, and maintain client paperwork and files
- Maintain accurate client records and documentation in CRM or database
- Draft, proofread, and send professional written correspondence
- Assist with ad hoc administrative tasks and special projects
- Learn new software or systems; troubleshoot minor issues independently
- Flexibility to extend hours or adjust schedule during peak periods
Qualifications & Skills
- Minimum 2 years in an administrative or office support role (experience in finance, tax, or professional services is a plus)
- Strong verbal and written communication skills
- Highly organized, detail-oriented, reliable
- Ability to multitask, prioritize, and meet deadlines under pressure
- Proficiency in Microsoft Office (Word, Excel, Outlook)
- Experience or aptitude with CRM systems
- Customer service orientation, professional demeanor
- Willingness to adapt schedule during tax season (evenings, occasional weekends)
Desired (Optional)
- Prior experience in accounting, tax, or financial services
- Experience with document management systems or client portals