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Office Administrator

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Job Summary

Smithtown, NY 11787
Business Services - Other
Job Type
Full Time
Years of Experience
2+ to 5 Years
Education Level
Bachelor's Degree
Career Level
Experienced (Non-Manager)
45,000.00 - 50,000.00 $ /year
bonuses based on firm's performance

Office Administrator

About the Job

Office Administrator (Smithtown, NY)

Fee-only, wealth advisory firm located in Smithtown, NY is experiencing growth and is in need of a Chief Administrative Officer who will assume responsibility fordaily operations of the firm and assisting clients with day-to-day needs.


What will you be doing?




   Answer the phones – act as the firm’s “Director of First Impressions”

     Assist clients with day-to-day needs and issues in a timely and accurate manner

     Assist Owner of firm in staying organized by managing his calendar and emails – assume responsibility for emails that fall within your expertise

      Handle ALLday-to-day operations regarding:

  • Day-to-day liaison with firm custodian (Charles Schwab)
  • Prep for meetings
  • Manage firm’s Contact Relationship Management Software (CRM) Redtail by ensuring notes are entered and tasks are managed and completed in a timely basis, prioritizing tasks as necessary.
  • Manage the document management system

       Oversee and manage various projects for the firm


   Keep the company website up to date and fresh with direction from team

     Assist in marketing activities as needed (birthday cards, etc.)

       Organize and manage company events

Client Experience


   Assist in defining and executing the client “WOW” experience




     Assist in the development of processes and procedures

     Assume day-to-day compliance tasks

     Assist in evaluation and implementation of new technology as needed

  As skills are developed, assist in long range business development and planning and participate in staff meetings

 Keep the office neat and organized.  Make sure all confidential documents are scanned and shredded in a timely basis


Who Are You?


You are a dynamic, energetic, highly polished “jack of all trades”,who is very professional, detail-obsessed, a go-getter and a self-starter.  You work well with others and have good problem-solving, multi-tasking and organizational skills.  You also have an entrepreneurial bent and want to be part of a fast growing company.  You are NOT seeking a job – you are seeking a career and want to understand and be an integral part of our vision!


Financial Services industry experience a huge plus!


A Four Year degree isREQUIRED. This is NOT an entry level position. Ideal candidates will have 3 to 5 years of operations and customer service experience(DO NOT apply without experience in both)You also are comfortable using Microsoft Excel© and would classify yourself as an intermediate user.  You may be tested on your skill level.  You work well with teams and individually and can prioritize your work with minimal supervision.    You are customer service oriented.


Starting salary will be between $45,000 and $50,000 per year depending on experience.  You will also be eligible for bonuses based on the performance of the firm after some period of employment so we can determine this is a win/win situation.


Qualified candidates will start the process by filling out a Top Grading Career History Form and if you are selected to advance in the process, you will then be invited to schedule a 15 to 30 minute phone interview conducted by our consultant (who is the hiring manager for this position).  If there is mutual ground on which to move forward, candidates will be asked to take a Kolbe and/or Caliper assessment.  If the process moves from there, additional testing and assessments will be required.




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