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Quest Financial · 6 hours ago

Administrative Assistant

Winter Park, FL

Contract

Onsite

New Grad, Entry Level

$24/hr - $25/hr

Quest Financial is seeking an Administrative Assistant to join their team, providing investment and wealth advisory services. The role involves serving as the central point of contact for clients and team members, offering administrative support and ensuring a positive client experience.

AccountingFinancial ServicesHuman ResourcesLegal

Growth Opportunities

Responsibilities

Act as the first point of engagement, creating a warm, service-oriented atmosphere that enhances the overall experience

Perform various front-of-house duties, including guest registration, luggage/coats handling, and providing visitors with building navigation information such as amenities and fire exits. Issue visitor passes, answer phone calls in a friendly, professional manner, maintain service request records, and direct incoming calls to the appropriate personnel or voicemail

Serve as the main point of contact for clients visiting the workplace, ensuring their needs are met and their experience remains positive

Coordinate with multiple departments to ensure a seamless and enjoyable client experience during visits

Collaborate with client-facing teams to provide a cohesive and professional interaction with all clients

Oversee the logistics of client visits, including meeting room bookings, catering arrangements, and technology setup

Gather and analyze client feedback to continuously improve the overall client experience

Maintain a welcoming and professional environment in all client-facing spaces

Plan and organize client events, such as meetings, workshops, and networking sessions

Provide support services to employees and guests, including arrangements for recreational, dining, and business activities, transportation and travel bookings, office wayfinding, meal reservations, guest support, shipping, gift orders, and other services as required

Assist with various meeting and event tasks, including scheduling, stocking, and coordinating conference/meeting room setups, ensuring meeting equipment (e.g., projectors, video/web conferencing) is functional, and coordinating catering

Maintain a comprehensive file of services, such as transportation options, accommodations, and referral contacts, and arrange hospitality services for guests as needed (e.g., transportation, tickets, reservations)

Organize birthday lunches and fun committee activities, including planning, coordination, and communications

Assist with organizing the Holiday Party and Summer Outings

Oversee the daily operations of the office while handling administrative responsibilities

Serve as the main point of contact between executives, employees, clients, and external partners

Ensure the timely and accurate flow of information

Manage executives' calendars and schedule meetings as required

Assist with coordinating travel and accommodation arrangements

Track daily expenses and prepare reports on a weekly, monthly, or quarterly basis

Co-author, edit, and proofread written communications

Maintain organized electronic files for both clients' and documents

Manage all incoming and outgoing mail, documents, packages, and faxes, ensuring timely and accurate internal distribution, while keeping an accurate log of items requiring signatures

Oversee the delivery, deposit, and printing of checks to ensure compliance with standards and record-keeping policies and procedures

Track all paid and upcoming invoices and maintain the office budget

Order and replenish office supplies and other common-use items for the location and shared spaces, including café supplies, equipment toner, printer paper, and shipping materials

Regularly inspect equipment in communal areas to ensure it's in good working condition and arrange for servicing as needed

Qualification

Workplace management softwareCommunication skillsOrganizational skillsProblem-solving abilitiesAnalytical abilitiesMulti-project handlingDynamic environment adaptabilityInterpersonal skillsCreative thinking