Office Administrator

South Shore Retirement Services; Hingham (MA); On-site; USD 52,000 - 60,000; Full time

Benefits offered by this job

Health, dental, and vision insurance

Paid time off

401(k) with company match

Job summary

South Shore Retirement Services in Hingham, MA is seeking an Office Administrator to be the welcoming first face for clients and visitors. You will handle calls, calendar coordination for the advisory team, meeting scheduling, and HubSpot data, while ensuring a professional reception area and smooth daily office operations.

The role requires a reliable, detail‑driven individual with strong communication skills and a desire to grow in the financial industry.

Qualifications

• High School Diploma required.
• 1+ years administrative office experience in a fast-paced environment.
• Proficiency with Microsoft Office Suite and CRMs (HubSpot, Redtail or Salesforce).

Responsibilities

• Greeting clients, prospects, and visitors.
• Answering and directing incoming calls.
• Managing and coordinating calendars for our advisors and leadership team.
• Scheduling, confirming, and updating client and prospect meetings.
• Emailing clients and prospects regarding appointments and meeting updates.
• Maintaining information and meeting activity in HubSpot.
• Coordinating conference room schedules and preparing rooms for meetings.
• Keeping the reception area and conference rooms organized and stocked.
• Maintaining kitchen and office supplies.
• Handling incoming and outgoing mail and packages.
• Providing general administrative support to the advisors and leadership team.

Education

High School Diploma

Tools

Microsoft Office Suite

HubSpot

Redtail

Salesforce

Job description

Do you have a passion for delivering superior customer service while being a key player in the essential daily functions of a successful office? South Shore Retirement Services in Hingham, MA is looking for a strong Office Administrator to join our reputable financial firm as the welcoming first face our clients see. In this pivotal role, you will create a positive and lasting first impression both in person and over the phone, ensuring every client feels valued and supported from the moment they enter our office.

The ideal candidate for this role will be someone who has the desire to work in the financial industry long-term and contribute to the growth of our business. A sharp phone presence and a love for building rapport with our prospects and clients is a must!

What You’ll Do:

• Greeting clients, prospects, and visitors
• Answering and directing incoming calls
• Managing and coordinating calendars for our advisors and leadership team
• Scheduling, confirming, and updating client and prospect meetings
• Emailing clients and prospects regarding appointments and meeting updates
• Maintaining information and meeting activity in HubSpot
• Coordinating conference room schedules and preparing rooms for meetings
• Keeping the reception area and conference rooms organized and stocked
• Maintaining kitchen and office supplies
• Handling incoming and outgoing mail and packages
• Providing general administrative support to the advisors and leadership team

What We’re Looking For:

• High School Diploma
• 1+ years of administrative office experience in a fast-paced environment
• Demonstrates strong proficiency and confidence working across various platforms and operating systems including Microsoft Office Suite and CRM’s (HubSpot, Redtail or SalesForce)
• Must be able to multitask effectively in a fast-paced environment, managing competing priorities while maintaining a high level of accuracy and attention to detail
• Demonstrates exceptional organizational skills by efficiently managing multiple client requests and prioritizing time sensitive tasksExhibits meticulous attention to detail and a commitment to accuracy
• Skilled in building strong, trust-based relationships with clients by providing attentive, personalized service and guidance
• Self-starter who takes initiative and works well independently
• Demonstrates strong integrity and a commitment to ethical conduct, especially when handling confidential client information and financial matters

Bonus Points:

• Experience working in the financial industry is a plus!

What You’ll Get:

• $52,000 - $60,000/yr, depending on experience
• Health, dental, and vision insurance
• Paid time off and holidays
• 401(k) with company match

Schedule:

• In office: Monday - Friday, 8:30am - 5:00pm

Advisor Talent Solutions, part of the AE Management, LLC family of companies, supports independent advisor businesses with their hiring needs. We are not the employer for this position. If you are selected, your employer will be the hiring business. Our team is your main point of contact initially and will guide you through the application process.