Administrative Assistant

SUMMARY

Under the leadership of the manager of operations and administration, the administrative assistant provides administrative and office maintenance support to firm leaders and staff in organizational and operational functions.

The requirements listed are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
 

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES

To perform this job successfully, an individual must be able to accomplish each essential function satisfactorily.

• Provide administrative support to staff, including principals as needed
• Proactively leverage firm-specific knowledge to anticipate needs, streamline tasks and work on a variety of ad hoc tasks
• May compile information and prepare reports, including formatting per firm guidelines
• Support Request for Proposal (RFP) opportunities as needed. Will apply firm-specific processes and office technology procedures in daily tasks.
• Assist with Key Management Area (KMA) projects and company events
• Provide assistance with company meetings and events, including setup and teardown, meal ordering, etc.
• Manage vendor coordination and building maintenance requests as needed
• Support basic building operations and procedures, including managing office opening/closing protocols and setup
• Process incoming and outgoing mail. Maintain office supplies; assist with vendor communication for supplies and maintenance.
• Maintain spreadsheets, databases and SharePoint updates as needed, ensuring accuracy and timeliness
• Contribute to administrative continuity efforts, including training manuals, Standard Operating Procedures (SOPs) and documentation as needed
• Develop knowledge of firm-specific reports and documentation including Statements of Actuarial Opinion (SAOs), engagement letters, RFPs, etc. as needed
• Learn UPS WorldShip and office procedures. Also develop an understanding of front-end and begin learning back-end Style Guide tasks.
• Demonstrate professionalism by applying administrative best practices, focusing on confidentiality, discretion, accuracy and consistency 
• Build trust by delivering high-quality work and supporting team processes, while actively learning firm-specific practices for future growth
• Support basic office setup needs for new hires, as needed, by preparing workspaces and supplies, coordinating logistics and guiding candidates during interviews and onboarding
• Be on the main phone line call queue, managing phone and visitor interactions; ensure effective communication, directing calls and visitors to the appropriate departments or individuals while maintaining professionalism
• May support travel and logistics for multiple staff or principals as needed, as well as expense report coordination
• Build cross-departmental rapport, uplift team morale and model professionalism
• Use project management tools, coordinate meetings and maintain office organization
• May need to obtain notary commission within two months of employment and initiate e-notary authorizations within six months of employment
• Enter time and expenses accurately; handle confidential information; file projects and materials per firm-specific guidelines; maintain regular, predictable and punctual attendance

COMPETENCIES

• Demonstrates basic organizational skills, managing daily tasks with attention to detail and consistency
• Effectively prioritizes routine responsibilities to ensure smooth operations. Project management experience is a plus but not required.
• Attention to detail across multiple projects, always focusing on thoroughness
• Ability to work with limited supervision and handle confidential information with discretion; demonstrated professionalism in all interactions
• Able to work effectively in Adobe Acrobat Pro and Microsoft Office Suite, including Word, Excel, PowerPoint and Teams with a preference for high proficiency in these tools
• Capability to develop skills in AI, firm-specific report creation, template development and process improvement
• Ability to work effectively with multiple individuals to support simultaneous projects
• Strong in verbal and written communication; demonstrates emotional intelligence in interactions

EDUCATION AND/OR EXPERIENCE

• Minimum of a high school diploma or GED and additional training or coursework. Associate’s or Bachelor’s degree from an accredited college or university preferred; relevant professional experience may be considered as a substitute. 
• Minimum two years’ experience in office/admin support

The base wage for this position is $27.00/hr. to $36.00/hr. This position is also eligible for an annual performance bonus. The wage for this position is based on multiple factors, including but not limited to, the candidate's experience, education and skills.  

Pinnacle provides a comprehensive benefit package including 401(k) with company match and profit sharing; exceptional medical, dental and vision insurance; paid vacation, sick time, parental leave, holidays, summer days and community service time; life insurance, disability insurance and wellness benefits.