Administrative Assistant-Investment Advisory and Tax Operations

Job Title: Administrative Assistant – Investment Advisory and Tax Operations

Location: Fleming Island, FL
Job Type: Full-time

Job Summary:

We are seeking a detail-oriented and proactive Administrative Assistant to support our Investment Advisor team and Tax Operations. This role involves direct contact with clients and a variety of administrative duties, including light bookkeeping and assisting with QuickBooks. The ideal candidate is highly organized, has strong communication skills, and is comfortable handling confidential information.

Key Responsibilities:

• Client Support: Serve as a point of contact for clients via phone, email, and in person. Handle inquiries, scheduling and confirming appointments, and assist in maintaining strong client relationships.
• Administrative Duties: Assist the Investment Advisor team with day-to-day administrative tasks, including preparing reports, new account paperwork, managing calendars, and maintaining records.
• Tax Operations Support: Help facilitate tax-related tasks by organizing and managing documentation, coordinating with clients, and tracking deadlines.
• Bookkeeping: Perform light bookkeeping tasks, including data entry, account reconciliation and expense tracking. Experience with QuickBooks is strongly preferred.
• Document Management: Maintain electronic and physical filing systems, ensuring proper handling of sensitive financial and tax-related documents.
• Correspondence: Draft and manage client communications, such as follow-up emails, engagement letters, and other relevant materials.
• Compliance Support: Assist with ensuring all compliance requirements are met, including document handling and data entry accuracy.

Qualifications:

• 2 years of experience in an administrative or similar support role.
• Experience supporting financial advisors, investment professionals, or tax teams is a plus.
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook).
• Experience with QuickBooks or similar accounting software is preferred.
• Familiarity with CRM systems is an advantage.
• Strong attention to detail and ability to prioritize tasks in a fast-paced environment.
• Excellent verbal and written communication skills.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Strong organizational and multitasking skills.
• Customer service-oriented with a professional demeanor.
• Ability to work independently and as part of a team.

What We Offer:

• Competitive salary based on experience.
• Health, dental, and vision benefits.
• 401(k) with employer matching.
• Professional development opportunities.
• A collaborative and supportive work environment.

If you are detail-oriented, enjoy working with clients, and are looking to grow in the financial services and tax industry, we encourage you to apply!

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