Administrative Assistant

Pancoast Staffing Services, Inc.; False Pass (AK); On-site; USD 42,000 - 54,000; Full time

Job summary

Pancoast Staffing Services, Inc. in Downtown Pittsburgh is seeking an administrative assistant who is highly organized and client-focused to provide administrative and client support in a fast-paced office.

The role emphasizes professional communication, calendar management, file upkeep, data entry, CRM maintenance, and collaboration with financial advisors or consultants; prior financial services or insurance exposure is a plus.

Qualifications

• 3+ years of administrative or executive support experience preferred.
• Experience in financial services, wealth management, banking, or professional office environment preferred.
• Insurance industry experience is a strong plus.
• Excellent verbal and written communication skills.
• Strong organizational skills with attention to detail.
• Proficiency with Microsoft Office; CRM experience is beneficial.
• Ability to maintain confidentiality and exercise sound judgment.
• Friendly, professional demeanor with outstanding customer service skills.

Responsibilities

• Answer and direct incoming telephone calls professionally.
• Welcome clients and visitors, providing exceptional customer service.
• Schedule appointments and maintain advisor calendars.
• Prepare correspondence, reports, presentations, and client documents.
• Maintain and update client files while ensuring confidentiality.
• Assist with new account paperwork and administrative processing.
• Coordinate mailings, document scanning, filing, and records management.
• Monitor office supplies and coordinate vendor orders.
• Assist with data entry and CRM/database maintenance.
• Support financial advisors with day-to-day administrative tasks.
• Follow up with clients regarding appointments, documentation, and service requests.
• Perform other general office duties as assigned.

Skills

Administrative experience

Customer service

Organizational skills

Communication skills

Attention to detail

Microsoft Office

CRM software

Confidentiality

Phone etiquette

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

CRM software

Job description

Job Description

Downtown Pittsburgh is seeking a professional and detail-oriented Administrative Assistant to provide administrative and client support. The ideal candidate is highly organized, customer-focused, and able to manage multiple priorities in a fast-paced office. Previous experience in the insurance industry is a plus.

Duties to include:

• Answer and direct incoming telephone calls professionally.
• Welcome clients and visitors, providing exceptional customer service.
• Schedule appointments and maintain advisor calendars.
• Prepare correspondence, reports, presentations, and client documents.
• Maintain and update client files while ensuring confidentiality.
• Assist with new account paperwork and administrative processing.
• Coordinate mailings, document scanning, filing, and records management.
• Monitor office supplies and coordinate vendor orders.
• Assist with data entry and CRM/database maintenance.
• Support financial advisors with day-to-day administrative tasks.
• Follow up with clients regarding appointments, documentation, and service requests.
• Perform other general office duties as assigned.

Requirements:

• 3+ years of administrative or executive support experience preferred.
• Previous experience in a financial services, wealth management, banking, or professional office environment is preferred.
• Experience within the insurance industry is a strong plus.
• Excellent verbal and written communication skills.
• Strong organizational skills with exceptional attention to detail.
• Proficiency with Microsoft Office (Word, Excel, Outlook); experience with CRM software is beneficial.
• Ability to maintain confidentiality and exercise sound judgment.
• Friendly, professional demeanor with outstanding customer service skills.