Administrative Assistant - Allentown

Only for registered members Allentown, United States

20 hours ago

$38,000 - $65,000 (USD) per year *

* This salary range is an estimation made by beBee

Company DescriptionCornerstone Advisors - Ensure You'll Endure is a boutique firm based in Allentown, Pennsylvania, dedicated to helping businesses thrive through generational transitions. · By integrating three core services—Wealth Planning and Transfer, Business Acceleration, a ...

Job description

Company Description

Cornerstone Advisors - Ensure You'll Endure is a boutique firm based in Allentown, Pennsylvania, dedicated to helping businesses thrive through generational transitions.

By integrating three core services—Wealth Planning and Transfer, Business Acceleration, and Human Capital Development—they empower businesses to safeguard their legacy, pursue growth, and build strong leadership teams.

With a global network through an exclusive affiliation with M Financial, Cornerstone Advisors is one of only about 140 firms in the U.S., Canada, and the U.K.

to hold this distinction. The firm combines strategic expertise with a personalized and collaborative approach to help clients achieve enduring success.

JOB SUMMARY:

The Administrative Assistant at Cornerstone Advisors plays a key role in creating a professional, welcoming, and organized office environment that reflects our commitment to our clients.

Serving as the first point of contact for clients and visitors, this role manages front desk responsibilities and supports daily administrative functions.

The ideal candidate is welcoming, proactive, helpful and collaborative, with the ability to balance multiple priorities while consistently delivering a positive client and team experience that embodies the Cornerstone Advisors culture.

DUTIES AND RESPONSIBILITIES
Office Operations
Open and close the office at the beginning and end of each workday.
Including ensuring conference room peripherals are charged and ready for use.
Coordinate office maintenance and vendor relationships, including liaison with property management and other service providers.
Manage and order office supplies, printer materials, and inventory.
Maintain cleanliness and organization of the in-suite bathroom, reception, conference rooms, and kitchen areas.
Handle incoming and outgoing mail, including postage meter, deliveries, and FedEx/UPS/USPS account management.
Serve as backup for basic IT support (e.g., server resets, contacting external IT support, when necessary).
Reception & Client Experience
Greet clients and visitors in a professional and courteous manner.
Manage conference room scheduling and ensure rooms are properly prepared for meetings.
Coordinate parking information and travel logistics for visiting clients.
Arrange food and beverages for client meetings and office events as needed.
Ensure the office environment is consistently client-ready.
Administrative Support
Answer, screen, and route phone calls; manage the main voicemail box and out-of-office messages.
Perform scanning, copying, filing, and document management, including DropBox maintenance.
Prepare client-ready materials, presentations, and meeting packets in coordination with Advisors.
Assist Controller with billing processes and prepare client billing correspondence.
Request and obtain financial statements from clients
Support the scheduling and coordination of internal meetings, events, and team activities.
Technology & Systems
Use Constant Contact to send mass email communications.
Save and organize firm materials, including articles and webinars, for internal and client use.
Maintain the Cornerstone Resource Page and ensure content is updated monthly.
Marketing & Communications
Post approved and compliant content on LinkedIn and maintain the firm's profile.
Coordinate with compliance to ensure social media and digital postings meet regulatory standards.
Culture Support
Coordinate birthday and team-building activities.
Serve as Headspace Administrator for employee wellness accounts.
Other Duties
Support general administrative needs as assigned.
Perform backup duties for other staff as required.
Identify opportunities to streamline processes and improve office efficiency.

CORE COMPETENCIES

Organization & Efficiency: Demonstrates exceptional organizational skills, attention to detail, and the ability to manage multiple priorities effectively.
Communication: Communicates clearly and professionally, both verbally and in writing, with colleagues, clients, and external partners.
Technical Proficiency: Skilled in Microsoft Office Suite required; experience with SmartOffice CRM, Constant Contact, and general office technology preferred but not required.
Initiative & Accountability: Proactive and self-directed; anticipates needs, takes ownership of tasks, and consistently meets deadlines.
Judgment &

Emotional Intelligence:
Exercises sound decision-making, professionalism, and discretion; demonstrates empathy and emotional awareness in interactions.

Client Service Orientation: Dedicated to providing a welcoming, responsive, and high-quality client experience.
Collaboration: Works effectively as part of a team and contributes to a positive, cooperative office environment.
Confidentiality & Integrity: Maintains strict confidentiality and upholds the firm's ethical and professional standards.
Adaptability: Remains flexible and composed in a dynamic environment; adjusts to shifting priorities or unexpected challenges with a positive attitude.
Problem Solving: Identifies issues proactively and develops efficient, practical solutions with minimal supervision.
Professional Presence: Represents the firm with poise, polish, and a client-first mindset at all times.
Continuous Improvement: Seeks opportunities to streamline processes, improve systems, and enhance operational efficiency.

Education and Experience

Education:
Bachelor's degree preferred; high school diploma or equivalent with relevant work experience considered.

Experience:
Proven experience providing administrative or operational support to a professional individual or team in a fast-paced office environment.

Industry Knowledge:
Background in Financial Services, Insurance, or related professional services preferred, but not required.

JOB CONDITIONS AND ENVIRONMENT

Work Environment: Office-based in a professional corporate environment. Frequent interaction with clients, visitors, team members, and external vendors.
Schedule: Part-time position, generally within standard business hours (e.g., 10:00 a.m. – 2:00 p.m./9:00 a.m. – 1:00 p.m.). Flexibility with fluctuation of schedule depending on pre-planned client meetings.
Physical Requirements: Ability to sit for extended periods. Occasional lifting or moving of office supplies.
Technology Use: Regular use of computers, phones, office equipment (copiers, scanners, fax machines, etc.).
Team Interaction: Collaborative work environment requiring strong interpersonal skills, professionalism, and discretion.
Client-

Facing Role:

Must maintain a polished and professional appearance, demeanor, and communication style as the first point of contact for clients and visitors.

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