Administrative Assistant

Insero Talent Solutions; City of Rochester (NY); On-site; USD 42,000 - 54,000; Full time

Benefits offered by this job

Paid parking

4 weeks PTO

401(k) plan

Tuition reimbursement

Spot bonus program

Holidays: 16

Job summary

Insero Advisors/Insero Talent Solutions in Rochester, NY is seeking a detail-oriented Administrative Assistant to support daily office operations and multiple departments. You will greet clients, manage mail, prepare documents, and assist with travel and events in a professional services setting.

The ideal candidate has 2+ years of administrative experience, a business-focused degree, and strong MS Office skills, including mail merges and Excel reporting.

Qualifications

• 2+ years of experience in an administrative assistant role.
• Associate’s degree or higher preferred, in business admin or related field.
• Strong proficiency with MS Office; Word mail merges and Excel reporting highly preferred.
• Ability to handle confidential information with integrity.

Responsibilities

• Prepare, proof, and format documents, memos and reports for internal/external use.
• Process drafts and final copies of financial statements (electronic and bound).
• Set up mail merges for client audit confirmations and letters/reports.
• Schedule internal/external meetings via Microsoft Outlook and coordinate calendar needs.
• Greet clients, manage mail flow, and organize documents in database.
• Assist with travel arrangements and office supply orders; coordinate events.
• Manage firm voicemail and communications as needed.

Skills

MS Office

Excel

Outlook

PowerPoint

Multitasking

Education

Associate’s degree or higher

Business administration concentration

Tools

MS Word

MS Excel

Job description

Insero Advisors/Insero Talent Solutions is seeking an organized, detail-oriented, and proactive Administrative Assistant to support our growing Rochester office and team. This individual will play an important role in the day-to-day operations of the office, providing administrative support across multiple departments while helping ensure a professional and welcoming experience for both employees and clients.

The ideal candidate enjoys being a go-to resource for others, is comfortable balancing multiple priorities, and takes pride in keeping an office organized and running smoothly. This is an excellent opportunity for someone who thrives in a professional services environment and enjoys working collaboratively with a variety of individuals and teams.

Responsibilities:

• Preparing, proofing, and formatting of documents, correspondence, memos and reports for internal and external use.
• Processing of drafts and final copies of documents such as financial statements (electronic and bound copies).
• Ensures accurate and timely preparation of letters, correspondence and reports
• Setting up and utilizing mail merges for creating and mailing client audit confirmations.
• May assist with coordination department calendar needs; scheduling of internal and external meetings via Microsoft Outlook
• Scanning and electronically filing/organizing documents into database in a timely fashion.
• Responsible for greeting clients when they enter the office from the elevator and notify personnel with whom they are meet with.
• Handles incoming/outgoing mail – print mailing labels, (USPS, Certified Mail, and FedEx.) weigh for postage, filling out certified mail forms, maintaining postage machine, sorts and distributes mail.
• May assist with scheduling travel arrangements for audit and other firm staff as necessary.
• Responsible for placing office supply orders and assist with stacking the kitchen and office supplies.
• Help coordinate firm office events and in-office lunches.
• Managing firm’s voicemail box and forwarding as necessary.

Requirements:

• 2+ years of experience in a similar administrative assistant role is required. Experience in a financial service company is a plus.
• An Associate’s degree or greater is required, preferably in a business administration or office technology concentration.
• Strong proficiency with MS Office Suite (Excel, Word, Outlook and PowerPoint) is required. Word (mail merges) and strong Excel/spreadsheet and database usage/reporting are highly preferred. Experience with embedding Excel in Word documents and formatting is a plus. A focus on word processing and formatting is essential.
• Ethics and integrity are essential to this role and the firm, the ability to keep client information confidential is a requirement.
• A candidate in this role should be professional, organized, and detail oriented. The ideal candidate must be deadline focused, proactive, possess solid multi-tasking skills, patience, and ability to take directions from several people.

Awards & Recognition:

• #4 Best Company to Work For in New York - 2026 (ranked #1 in 2025 & 2024, 2022)
• Best Accounting Firms to Work For (2012–2025)
• #1 Best Accounting Firm & Most Innovative Workplace (2025 & 2024, Rochester Business Journal
• #4 Best Places to Work for Career Growth

Parking is paid 100% by the firm and is in a parking garage under our building. We offer competitive salaries, an outstanding paid time off program (4 weeks/160 hours), 16 paid holidays, 401(k) plan with firm contributions, tuition reimbursement program, 100% employer paid parking, spot bonus program, a variety of different medical plan options along with opt-out dollars if you do not need medical ins coverage. Note, pay range is not indicative of bonus and other incentive opportunities.