Administrative Assistant

Hours

Monday – Friday | 9:00 AM – 5:00 PM PST

Office Manager / Operations Lead

We are an established sales organization specializing in financial and insurance-aligned products, preparing to launch a streamlined, scalable precious metals platform for insurance agents and IMOs. Our model will allow brokers to compliantly cross-sell precious metals products, increase client lifetime value, and operate on a cohesive, technology-supported backend.

We are seeking a detail-oriented Administrative Assistant to support our busy four-person office. This role is essential to maintaining smooth daily operations and serving as the first point of contact for visitors and clients. The ideal candidate will be reliable, highly organized, and proficient in Microsoft Excel and basic bookkeeping.

Front Desk & Office Coordination

• Welcome clients and visitors with professionalism and courtesy.
• Manage phone systems and direct calls appropriately.
• Maintain a clean, organized, and professional front desk area.
• Greet guests and notify team members of arrivals and phone calls.

Administrative Support

• Perform daily administrative tasks including filing, scanning, and document preparation.
• Coordinate meeting schedules, conference calls, and manage shared calendars.
• Order and restock office supplies; handle general office errands.
• Assist team members with administrative projects as needed.

Excel & Data Management

• Create, update, and manage Excel spreadsheets for data tracking and reporting.
• Use formulas, charts, and pivot tables where applicable.
• Clean and maintain large data sets with strong attention to accuracy.

Operational Assistance

• Office Management, research projects, data, presentations, HR, new hire resourcing.

Required

• Proven administrative experience, preferably in a professional office environment.
• Advanced proficiency in Microsoft Excel (formulas, sorting/filtering, basic functions).
• Excellent verbal and written communication skills.
• High level of organization, reliability, discretion, and professionalism.
• Comfortable sitting at a front desk for extended periods during business hours.
• Professional demeanor with strong customer service skills.

Preferred

• Experience in financial services, insurance, or retirement planning fields.
• Experience supporting a small, collaborative team.

• Collaborative and supportive work environment.