Administrative Assistant

Pinnacle Plan Design is growing! We are seeking a motivated Administrative Assistant to join our team in our Tucson, Arizona office!

This position provides a variety of administrative support activities to promote efficiency and effectiveness of operations. This position reports to the Office Supervisor.

Essential Duties and Responsibilities

  • Coordinates and records minutes for various meetings
  • Preparation of client fee schedules and engagement letters for review
  • Posting of various reports to the firm’s secure PlanSponsorLink website
  • Primary receptionist
  • Accurately files electronic documents for easy retrieval in the future
  • Receives and completes multiple work tasks in a timely fashion, as assigned in writing or verbally, by various members of professional and administrative teams
  • Update workflow database with new or updated client information
  • Cover any procedures performed by other administrative team members, as needed
  • Copy/file/mail and miscellaneous administrative support
  • Take outgoing mail to the post office, as needed
  • Prepares Continuing Education (CE) certificates for event attendees
  • Completes office billing and regularly assists with billing duties and perform billing related tasks
  • Accounts Receivable, enter payments into our billing system
  • Make educational conference registrations and accommodation reservations, as needed
  • Orders office supplies and restocking kitchen and supply room, as needed
  • Assists and resolves issues in the PensionPro database system, as needed
  • Coordinates and schedules workflow activities based on deadlines
  • Assembling 5500 reports, plan valuation reports, contributions reports and plan documents
  • Assist Office Supervisor with duties, as needed
  • Coordinates lunch orders for firm events, as needed
  • Provides additional support, as needed

Knowledge, Skills and Abilities

  • Strong technology skills and working knowledge of MS Office Suite and Adobe Acrobat
  • Proficient Microsoft Excel skills, strong computer skills including Microsoft Office 365
  • Ability to communicate effectively with all levels of the organization
  • Ability to multi-task with strong prioritization and organizational skills
  • Ability to handle confidential information, and sensitive/time critical situations
  • Strong attention to detail when composing, typing, and proofing materials
  • Demonstrate the ability to analyze situations and attend to detail to ensure quality
  • Interest and willingness to learn about company sponsored retirement plans

Education and Experience Requirement

  • 3 to 6 years of progressive administrative experience
  • Some experience in finance industry preferred
  • A High School Diploma or GED required
  • Associates or Bachelor’s degree preferred

Physical Requirement and Work Environment

  • Ability to lift 15 lbs. to move office supplies and carry boxes of mail throughout the building
  • Required to sit for long periods of time
  • Standard office working conditions and willingness to work in an open office environment

Schedule

Standard Office Work Hours 8:00 AM – 5:00 PM, Monday – Friday, some overtime may be required

 

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