Job Description

Job Title: Administrative Assistant

Location: Cohoes, NY

Duration: 12 months + Possibility to Extend and/or Convert to FTE

Pay Rate: $25/HR (W2 Only)

Job/Role Description:

• This role provides comprehensive administrative support to advisors and account managers within the Wealth Advisory Solutions & Private Family Office team.
• This position will manage complex calendars, coordinate travel, and process expenses, ensuring seamless day-to-day operations for the team.
• This role will handle highly confidential client information with discretion and serve as a key point of contact for internal and external stakeholders.
• Maintain and coordinate detailed calendars for internal and external meetings and conference calls, prioritizing requests and managing conflicts
• Coordinate all logistics for client calls and advisor meetings, including scheduling and room setup
• Arrange travel itineraries and process expense reports accurately and in a timely manner
• Prepare, edit, and distribute correspondence, memos, reports, and other documents as requested
• Organize and ship materials to clients, responding to and following up on client requests promptly
• Support the onboarding of new hires and new client accounts, including performing necessary data entry
• Maintain a thorough understanding of firm policies to handle issues independently and effectively
• Participate in general administrative duties including copying, scanning, filing, archiving, ordering inventory, and processing invoices and mail
• Provide backup support to other team members as needed to ensure consistent service delivery

Required Qualifications

• Prior experience supporting high-level executives or financial advisors, preferably in financial services, private sector, or government
• Proven ability to exercise good judgment and discretion when handling confidential or highly sensitive information
• Excellent interpersonal and written/verbal communication skills with a consistent professional demeanor
• Extreme attention to detail and strong organizational skills with the ability to prioritize multiple tasks
• Proactive problem-solver and independent thinker with strong anticipation and follow-up skills
• Ability to work well under pressure, adapt to unexpected events, and multi-task in a deadline-driven environment
• Highest degree of integrity, professionalism, and diplomacy
• Strong proficiency in MS Word, Excel, PowerPoint, and Outlook
• Familiarity with expense platforms such as SAP Concur
• Supportive team player with a positive attitude
• Minimum of 5+ years of relevant experience required