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MAI Capital Management · 2 hours ago

Administrative Assistant

Marriottsville, MD

Part-time

Onsite

Entry Level

2+ years exp

MAI Capital Management is a firm that provides client accounting and family office services. The Administrative Assistant role involves maintaining accurate general ledgers, supporting the Client Accounting Team, and managing various administrative tasks efficiently.

ConsultingFinancial Services

Growth Opportunities

Responsibilities

Compile, sort and classify client invoices according to team guidelines, scan invoices to the clients account in the bill pay software

Process daily check runs by comparing data with source documents to verify accuracy and distributing checks to team or mail to vendor

Monitor client credit card statements online, verify payments have been made and provide team with statements as needed

Review peer financial statements for accuracy, provide feedback when necessary

Collect and record customer invoices, deposits, withdrawals and fees in bill pay software. Review all entries for accuracy, compile monthly and quarterly reports for Wealth Management team

Investigate and correct errors upon customers’ request

Compare monthly bank accounts with canceled checks and reconcile discrepancies. Investigate outstanding checks and take corrective action

Managing daily mail to maintain order within the department and to ensure document accuracy; responsible for establishing, maintaining, and organizing official documents and records in appropriate files

Assists with team projects and events as needed

Qualification

Microsoft OfficeQuickBooksBasic Math SkillsOffice Management SystemsComputer LiteracyTime ManagementCritical ThinkingAttention to DetailOrganizational SkillsCommunication Skills

Required

High school diploma or general education degree (GED) required; associate degree in business administration preferred

Minimum 2 - 3 years administrative assistant, clerical, or sales support experience

Proficient in Microsoft Office (Outlook, Word, Excel, Adobe, PowerPoint)

Knowledge of office management systems and procedures

Proficient in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook), Adobe PDF; Google Maps/Street View; QuickBooks

Strong Basic Math Skills – Ability to calculate figures and amounts such as commissions, percentages

Above-average computer literacy, including searching for information online, and a willingness to learn other software products

Refined computer skills and the ability to process information in an efficient and timely manner

Must be flexible to our changing client and company needs

Time management and critical thinking skills

High attention to detail and accuracy

Thrives in a fast-paced and dynamic team-based, collaborative environment, and works well with others to resolve conflicts, especially under pressure

Highly organized, detail-oriented, and able to meet deadlines, while still maintaining flexibility to meet firm needs and follow-up as needed

Strong organizational and interpersonal skills with a demonstrated commitment to teamwork and partnerships

Excellent verbal and written communication skills; demonstrated ability to write clear, concise, grammatically accurate reports and analysis to a diverse group of people

Maintains absolute confidentiality of all information and safeguards firm data; maintains high ethical standard in all practices

Ability to handle critical internal relationships, including with the Management team, other departments, and employees of all levels

Willing to learn new procedures or skills, accept new projects and challenges, and pitch in to help others as needed

Professional and positive demeanor, superb work ethic, high level of personal ethics and integrity