Administrative Assistant

Public Financial Management Inc.; Florida; On-site; USD 28,000 - 32,000; Full time

Job summary

The Administrative Assistant (Associate) at Public Financial Management Inc. coordinates client communications, researches background information, and produces official documents, proposals, and presentations.

The role provides client and marketing project support along with general administrative and compliance tasks. This full-time, in-office position requires strong organizational and communication skills, attention to detail, and the ability to work in a fast-paced, deadline-driven

Qualifications

• Bachelor’s degree OR at least three (3) years’ relevant professional work experience.
• Proficient in Microsoft Word, PowerPoint, and Excel.

Responsibilities

• Answer phone calls and direct calls to appropriate staff in a professional manner
• Open, sort, and distribute mail; prepare USPS mail and FedEx items
• Schedule and coordinate meetings, trainings, and events, including meals and travel
• Prepare, proofread and finalize proposals, presentations and reports
• Maintain and distribute files, keep the storage room orderly
• Assist with expense report and timecard submissions

Skills

Organizational skills

Communication skills

Attention to detail

Time management

Education

Bachelor’s degree

Tools

Microsoft Word

PowerPoint

Excel

Job description

The Administrative Assistant (internally titled Associate) will be responsible for coordination of communication with our clients, researching and compiling background information, production of official documents, proposals, presentations, provide client and marketing project support as well as administrative and compliance tasks. This fast-paced, deadline-driven position requires a great deal of flexibility, strong organizational and communication skills, and a high degree of attention to detail. This is a full-time position, working in-office Monday through Friday, 8:30am to 5:30pm, at PFM's Quadrangle Blvd location near UCF. Occasional overtime may be required.

RESPONSIBILITIES

• Answer phone calls and direct calls to appropriate staff in a professional manner
• Open, sort, and distribute mail; prepare USPS mail and FedEx items
• Setting up conference rooms in the main lobby area for meetings, including, if necessary, the delivery of meeting-related materials, and processing quick orders for lunch or snacks
• Order the necessary supplies for the copy rooms, kitchen, and staff in the office
• Assist with the stocking/cleaning of the kitchen and supply room on a regular basis
• Scan and file documents as needed
• Review and update websites to ensure all necessary items are posted and information is up to date
• Schedule and coordinate meetings, trainings, and events, including ordering meals, reserving conference space and audio/video needs, etc. (registration, presentations, organizing supplies, shipping, travel arrangements, meals)
• Transcribing minutes and creating outlines as needed
• Compile packets/documents needed for Board meetings
• Upload packets/documents to the iPads for Board meetings
• Provide support with the preparation, proofreading and finalization of proposals, presentations and reports in Microsoft Word, PowerPoint, and Excel
• Assist with expense report and timecard submissions
• Maintain hard copy filing system, electronic filing system and keep storage room in an orderly manner
• Maintain and distribute keys/key fobs per rules and requirements
• Assist with creation of electronic parking permits and distribution per rules and requirements
• Assist with mailings including printing and envelope stuffing
• Assist other PFM Associates and Analysts when needed
• Other administrative duties as needed

MINIMUM QUALIFICATIONS

• Authorization to work in the U.S. for any employer without sponsorship now or in the future
• Bachelor’s degree OR at least three (3) years’ relevant professional work experience
• Proficient in Microsoft Word, PowerPoint, and Excel

OTHER QUALIFICATIONS

• Knowledge of standard reference sources and information gathering methods.
• Able to research information in response to specific direction
• Excellent proofreading and organizational skills
• Strong oral and written communication skills
• Ability to prioritize and manage multiple assignments from multiple staff members
• Ability to work both independently and within a small team
• Bilingual (Spanish) a plus

The anticipated base pay for this role is between $20.00- $23.00 per hour. Actual compensation is influenced by a variety of factors including but not limited to skills, experience, qualifications, and geographic location.

PFM is not offering visa sponsorship for this position.

PFM is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other characteristic protected by law.

PFM maintains a drug-free workplace.

If you need assistance or accommodation due to a disability at any time during the application or hiring process, contact us via Careers on our contact form or call [phone].

Please note, this contact information is for accommodation requests only and should not be used for application status updates or other inquiries.

Simply put, the advice we give our clients is concrete, meaningful and indispensable.

So when you work for PFM, prepare to help change the world.

Prepare to be a go-to person, one who sees things just a little bit differently.

Prepare to feel great about what you do.

Our experienced hires come from a variety of rich professional backgrounds investment banking, civil service, public financing.

We look for strong leaders with integrity who will enhance the culture of PFM.

You will be expected to work hard, continually learn and develop, think proactively and provide your clients with service that is unmatched in its dedication to their needs.

To support you, we’ll provide the best training and mentorship in the industry and give you opportunities for client responsibility and contact early and often.

You’ll experience the thrill of delivering difficult work that is done well.

You’ll network with colleagues all across the country, whose experience will stretch your own capabilities and reinforce your growing expertise.

No matter your starting point with the firm, you’ll play an integral role in our success.

To us, you are more than a valuable asset; you are part of the transformation.