Administrative Assistant

Job Description:

The Administrative Assistant will serve as the primary front desk support to the Client Liaison and Corporate Scheduler, as well as perform tasks within our Operations and Service departments. The front desk duties include being the “face” and “voice” of our office and being responsible for greeting and assisting visitors in person, via email, and over the phone, making the start of every experience at Koss Olinger pleasant and positive. This person should have a heart for people and service, welcoming all clients and guests with a willingness and readiness to help with various questions, concerns, and requests. Polished written and verbal communication skills, and attention to detail, are paramount to achieving success in this role. This is a client‐ facing position, and along with the Operations and Service support, will offer the opportunity to work within both an independent and collaborative environment. As physical presence in the office is paramount to success in this role, a remote/Work from Home option is not available.

Roles and Responsibilities:

Primary support to Client Liaison/Corporate Scheduler (10\-20 hours/week) with focus tasks including:

o Answer, qualify, and forward incoming calls and emails to appropriate personnel

o Coordinate, schedule, launch, and confirm meetings with clients, prospects, vendors, centers of influence, and others. Experience with Calendly a plus

o Schedule client reviews with Advisors (calendar coordination required when multiple Advisors are attending)

o Schedule internal meetings as needed

o Take messages and complete action items, as needed; follow up proactively

o Manage multiple calendars and inboxes via Outlook

o Set up meeting items including Zoom links and conference calls using speakerphones/Owl video conference system

o Deliver general information to clients and the team via various modes of communication

o Send internal communications (Massage Monday/Monthly Birthday Cards/Daily Calendar Update)

o Keep the kitchen tidy, presentable, inventoried and stocked. This includes opening procedures such as making coffee, putting clean dishes away; and closing procedures such as wiping down kitchen counters, loading dishes into dishwasher, cleaning coffee pot and maintaining overall cleanliness with tables and appliances

o Keep front lobby tidy, presentable and stocked, as needed

o Process incoming and outgoing client correspondence via USPS Mail, Fed Ex, UPS, etc.

o Order office supplies, including snacks and drinks, for clients and staff (weekly)

o Coordination with the Client Liaison/Corporate Scheduler to maintain front desk coverage (during lunch breaks/focus time/PTO)

· Operations/Service Support including:

o Working within CRM system to maintain client records, lists, and data

o Create and maintain existing action templates/workflows. Data entry and report generation are required

o Processing checks and client paperwork

o Preparing internal and external (client facing) reports; scanning

o Preparing client meeting materials on a weekly basis (for the following week)

o Special projects and additional administrative tasks as needed

Qualifications and Education Requirements:

Minimum Education: Bachelor’s degree

Experience: Three to five years in a professional office environment. A focus in an Administrative, Receptionist or Assistant capacity is preferred. More than five years of experience is a plus.

Required Skills:

· Exceptional customer service and interpersonal relations

· Excellent verbal and written communication

· Naturally proactive and disciplined

· Goal‐oriented and results driven

· Self‐starter

· Able to work well both independently and collaboratively

· Highly organized and attentive to detail

· Comfortable with data entry

· Comfortable with and able to follow systematic processes

· Adaptable to change and shifting priorities

· Confidence learning new systems and programs

· Office 365

· Outlook

· Calendly

· Adobe

Core Values:

Koss Olinger strives to be, and is recognized as, a “Best Place to Work” company. Alignment with our core values and contributing positively to our company culture is expected of all employees.

Pay: $50,000\.00 \- $55,000\.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Parental leave
• Retirement plan
• Vision insurance

Education:

• Bachelor's (Required)

Experience:

• Professional Office/Services: 3 years (Required)

Work Location: In person