orono, maine

Client seeks an Administrative Assistant to join our team in our Orono, ME location. Primary responsibilities are to support the business unit of Individual Advisory Services operational day to day duties. All tasks, responsibilities and assignments must be completed with the highest level of quality following regulatory procedures (Client). Candidates will be working closely with both internal and external clients, so teamwork is a must. The ideal candidate should have an exceptional level of customer service and problem solving skills, the ability to manage change and excellent communication skills.

Duties may include:
• Greeting clients and manage reception area
• As the voice of Client, answer phones and route calls provide general information to clients refer questions and issues to appropriate staff or department for further information and problem resolution
• Schedule and communicate in-office appointments for client meetings as well as follow-up calls and confirmations
• As an Associated Person, process clients forms and checks process mail and incoming correspondence maintain various files, logs and tracking systems in accordance with Client regulations
• Create internal/external correspondence using Microsoft Office products (Excel, PowerPoint, Word, etc.) as well as create correspondence and/or log activities in client management system (Siebel)
• Compile client data and research
• May communicate with institutional administrators and act as liaison with consultants
• Make routine travel arrangements and complete expense reports
• Order and maintain office supplies and marketing materials
• Schedule and set-up internal meetings/conference calls/catering as required
• May act as liaison for office facilities and maintenance issues
• May act as liaison for vendors and ensure payment of office-related invoices
• Assist teammates cover other duties during vacations

High school diploma required, college degree preferred
• 3-5 years related experience required
• Proficiency in Outlook, Word and Excel required

Desired skills:
• Able to multi-task and produce in a fast paced, team oriented environment
• Excellent oral and written communication skills
• Strong interpersonal and customer service skills
• Organized, detail oriented and follows-through

Expectation for 25 hours per week.

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