Job Title: Administrative Assistant - Investment Advisory and Tax Operations
Location: Fleming Island, FL
Job Type: Full-time
Job Summary:
We are seeking a detail-oriented and proactive Administrative Assistant to support our Investment Advisor team and Tax Operations.
This role involves direct contact with clients and a variety of administrative duties, including light bookkeeping and assisting with QuickBooks. The ideal candidate is highly organized, has strong communication skills, and is comfortable handling confidential information.
Key Responsibilities:
Client Support: Serve as a point of contact for clients via phone, email, and in person. Handle inquiries, scheduling and confirming appointments, and assist in maintaining strong client relationships.
Administrative Duties: Assist the Investment Advisor team with day-to-day administrative tasks, including preparing reports, new account paperwork, managing calendars, and maintaining records.
Tax Operations Support: Help facilitate tax-related tasks by organizing and managing documentation, coordinating with clients, and tracking deadlines.
Bookkeeping: Perform light bookkeeping tasks, including data entry, account reconciliation and expense tracking. Experience with QuickBooks is strongly preferred.
Document Management: Maintain electronic and physical filing systems, ensuring proper handling of sensitive financial and tax-related documents.
Correspondence: Draft and manage client communications, such as follow-up emails, engagement letters, and other relevant materials.
Compliance Support: Assist with ensuring all compliance requirements are met, including document handling and data entry accuracy.
Qualifications:
2+ years of experience in an administrative or similar support role.
Experience supporting financial advisors, investment professionals, or tax teams is a plus.
Proficiency with Microsoft Office Suite (Word, Excel, Outlook).
Experience with QuickBooks or similar accounting software is preferred.
Familiarity with CRM systems is an advantage.
Strong attention to detail and ability to prioritize tasks in a fast-paced environment.
Excellent verbal and written communication skills.
Ability to maintain confidentiality and handle sensitive information with discretion.
Strong organizational and multitasking skills.
Customer service-oriented with a professional demeanor.
Ability to work independently and as part of a team.
What We Offer:
Competitive salary based on experience.
Health, dental, and vision benefits.
401(k) with employer matching.
Professional development opportunities.
A collaborative and supportive work environment.
If you are detail-oriented, enjoy working with clients, and are looking to grow in the financial services and tax industry, we encourage you to apply!