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!
