Administrative Assistant - Full Time

The Opportunity: Be the Cornerstone of Our Firm

Are you a hyper-organized, tech-savvy professional who thrives on creating order from chaos? Do you have a passion for building efficient systems and a flair for digital communication?

You will be entrusted with the critical task of modernizing our records while managing a wide array of responsibilities that keep our firm running at peak efficiency.

If you are a meticulous, proactive individual who loves to wear multiple hats and make a tangible impact, we invite you to apply for this unique and rewarding position.

What You Will Do

As the Administrative Assistant, you will be the master of our administrative and digital worlds, ensuring seamless operations and professional communication.

Key Responsibilities:

• Develop & Maintain Information Systems:
• Design, implement, and maintain a flawless physical and digital filing system for all corporate, client, and investment documents.
• Lead the initiative to digitize our extensive archives, ensuring all documents are scanned, properly labeled, and securely stored.
• Maintain and update all company records, files, and directories to ensure information is current and easily accessible.
• Executive, Administrative & Operational Support:
• Provide high-level support to the President, including managing a dynamic schedule of appointments and meetings.
• Arrange domestic and international travel for the team from time to time.
• Coordinate internal communications and plans, ensuring the entire organization is aligned and informed.
• Handle all correspondence, incoming calls, and inquiries with professionalism and discretion.
• Provide exceptional guest services and act as a key support contact for clients and trade partners.
• Assist in project management by tracking timelines and deliverables.
• Research and liaise with new suppliers and software providers to improve office efficiency.
• Assist with confidential household and payroll management tasks.
• Social Media & Marketing Support:
• Assist in creating, scheduling, and posting engaging content for our professional social media channels.
• Monitor social media engagement, track key metrics, and assist in growing our firm's online presence.
• Help prepare marketing materials, presentations, and client communications.

• Proven Experience: A minimum of 3-5 years of experience as an Administrative Assistant, Executive Assistant, or a similar role, preferably within a financial services, legal, real estate, hospitality or professional services environment.
• Impeccable Organizational Skills: A natural talent for creating systems, managing multiple priorities, and maintaining meticulous records. You are the person who finds satisfaction in a perfectly organized folder.
• Tech-Savvy Mindset:
• Demonstrable experience with document digitization projects and file management software.
• A strong understanding of social media platforms for professional marketing (LinkedIn, Facebook, Instagram, Tiktok).
• Expert proficiency in office applications such as the MS Office Suite (Word, Excel, PowerPoint, Outlook, Teams), Google Workspace (Sheets, Slides, Gemini Pro), Zoom plus some GenAI platforms such as ChatGPT.
• Professionalism & Discretion: An understanding of the importance of confidentiality and the ability to handle sensitive information with the utmost integrity.
• Excellent Communication: Strong written and verbal communication skills, with a keen eye for grammar and detail.
• Educational Background: Bachelor's degree in Business Administration, Office Management, Psychology, Marketing, Communications or related field preferred
• Security Requirements: Ability to pass background checks and maintain confidentiality clearance

• A pivotal role in a growing, dynamic firm where your contributions will be highly valued and visible.
• The opportunity to take ownership of key projects and develop a diverse skill set in administration, technology, and marketing.
• A professional, collaborative, and respectful work environment.
• A competitive salary and benefits package.

If you are ready to take on a challenging and fulfilling role, please submit your resume and a cover letter detailing your experience in file management and social media marketing.