Administrative Assistant - Tucson, United States - Pinnacle Plan

Description

Pinnacle Plan Design is growing We are seeking a motivated Administrative Assistant to join our team

This position provides a variety of administrative support activities to promote efficiency and effectiveness of operations. This position reports to the Office Supervisor.


Essential Duties and Responsibilities

• Coordinates and records minutes for various meetings
• Preparation of client fee schedules and engagement letters for review
• Posting of various reports to the firm's secure PlanSponsorLink website
• Primary receptionist
• Accurately files electronic documents for easy retrieval in the future
• Receives and completes multiple work tasks in a timely fashion, as assigned in writing or verbally, by various members of professional and administrative teams
• Update workflow database with new or updated client information
• Cover any procedures performed by other administrative team members, as needed
• Copy/file/mail and miscellaneous administrative support
• Take outgoing mail to the post office, as needed
• Prepares Continuing Education (CE) certificates for event attendees
• Completes office billing and regularly assists with billing duties and perform billing related tasks
• Accounts Receivable, enter payments into our billing system
• Make educational conference registrations and accommodation reservations, as needed
• Orders office supplies and restocking kitchen and supply room, as needed
• Assists and resolves issues in the PensionPro database system, as needed
• Coordinates and schedules workflow activities based on deadlines
• Assembling 5500 reports, plan valuation reports, contributions reports and plan documents
• Assist Office Supervisor with duties, as needed
• Coordinates lunch orders for firm events, as needed
• Provides additional support, as needed

Knowledge, Skills and Abilities

• Strong technology skills and working knowledge of MS Office Suite and Adobe Acrobat
• Proficient Microsoft Excel skills, strong computer skills including Microsoft Office 36
• Ability to communicate effectively with all levels of the organization
• Ability to multitask with strong prioritization and organizational skills
• Ability to handle confidential information, and sensitive/time critical situations
• Strong attention to detail when composing, typing, and proofing materials
• Demonstrate the ability to analyze situations and attend to detail to ensure quality
• Interest and willingness to learn about company sponsored retirement plans

Education and Experience Requirement

• 3 to 6 years of progressive administrative experience
• Some experience in finance industry preferred
• A High School Diploma or GED required
• Associates or Bachelor's degree preferred

Physical Requirement and Work Environment

• Ability to lift 15 lbs. to move office supplies and carry boxes of mail throughout the building
• Required to sit for long periods of time
• Standard office working conditions and willingness to work in an open office environment

Schedule
Standard Office Work Hours 8:00 AM - 5:00 PM, Monday - Friday, some overtime may be required