Administrative Assistant

IMCS Group; City of Cohoes (NY); On-site; USD 42,000 - 54,000; Full time

Job summary

IMCS Group is seeking an Administrative Assistant to provide comprehensive administrative support for multiple advisors in a dynamic team environment. You will back up the team as needed, coordinate travel and expense reports, and help onboard new staff while maintaining calendars and coordinating meetings.

The role requires discretion with confidential information, strong communication, and the ability to multitask in a deadline-driven setting.

Qualifications

• Experience supporting executives or financial advisors preferred.
• Strong discretion with confidential information.
• Excellent written and verbal communication skills.
• Strong attention to detail and organizational skills.
• Ability to prioritize tasks and multitask in a deadline-driven environment.
• Proactive problem solver and independent thinker.

Responsibilities

• Provide ongoing and ad-hoc administrative support (copying, scanning, filing, faxing, archiving, inventory ordering, shipping, mail, check processing).
• Coordinate travel arrangements and expense reports in a timely manner.
• Handle confidential client information with discretion.
• Prepare and ship client-related correspondence, memos, letters, reports, and other documents.
• Interact professionally with team members and business leaders.
• Maintain understanding of firm policies to independently handle issues and answer questions.
• Support onboarding by filing documentation and data entry in firm systems.
• Maintain advisor calendars and schedule meetings, resolving conflicts.

Skills

Executive support

Discretion with confidential info

Written & verbal communication

Attention to detail

Multitasking under deadlines

Team player

Problem solving

Work under pressure

Adaptability

SAP Concur familiarity

Microsoft Word & Outlook

Education

High school diploma or equivalent

Administrative experience preferred

Tools

SAP Concur

Microsoft Word

Outlook

Job description

Work Schedule: 40 hours/week, 8 hours/day

Contract Duration: 12 Month Contract on W2

Interview Mode: TBD

Job Summary: We are seeking an Administrative Assistant to provide administrative support to multiple advisors in a dynamic team environment and provide backup team support as needed.

Key Responsibilities

• Provide ongoing and ad-hoc administrative support, including copying, scanning, filing, faxing, archiving, inventory ordering, shipping, mail, and check-related processing.
• Coordinate travel arrangements and process expense reports in a timely manner.
• Handle confidential and sensitive client information with discretion.
• Prepare and ship client-related correspondence, memos, letters, reports, and other documents as requested.
• Interact professionally and effectively with team members and business leaders.
• Maintain an understanding of firm policies to independently handle certain issues and answer questions.
• Support new client onboarding by filing relevant documentation and performing data entry in firm systems.
• Maintain and coordinate advisor calendars, schedule internal and external meetings, and resolve potential calendar conflicts through communication with advisors, administrative staff, clients, and third parties.
• Coordinate meeting logistics, including travel arrangements, meeting rooms, and building access.
• Support the onboarding and integration of new administrative team members through training and shadowing opportunities, when applicable.

Skills & Qualifications

• Prior administrative experience supporting executives and/or financial advisors in an office environment is preferred.
• Strong judgment and discretion when handling confidential or sensitive information.
• Excellent written and verbal interpersonal and communication skills.
• Strong attention to detail and organizational skills, with the ability to prioritize tasks.
• Quick learner and self-starter with excellent anticipation skills.
• Supportive team player with a positive attitude.
• Proactive problem solver and independent thinker with strong follow-up skills.
• Ability to work under pressure while maintaining high standards and adapting to unexpected events.
• Ability to prioritize and multitask in a dynamic, deadline-driven environment.
• High degree of integrity, professionalism, and diplomacy.
• Familiarity with expense platforms such as SAP Concur is a plus.
• Proficiency in Microsoft Word and Outlook is required.