Receptionist/Office Admin Assistant

About Us:

A well-established financial firm located in Richmond providing one-stop financial services including tax planning, insurance planning, wealth management, and trust and estate planning. We primarily service the high net-worth individuals and business owning families. We are currently looking for a Receptionist/Office Admin Assistant to join the team.

Job Responsibilities:

As the receptionist/Office Admin Assistant, you will be the firm’s first point of contact with client. You will perform the following duties:

Reception Support:

• Greet people coming into the offices, responding to general inquiries or direct them to the appropriate contacts
• Manage company phone system including answer the general phone-line for the office, direct telephone calls to appropriate contact person as necessary; and manage general company voicemail box
• Schedule and confirm appointments and coordinating company calendars
• Collect and sort incoming mails/courier packages, and distribute to appropriate recipients
• Arrange for outgoing courier services, manage client pick-ups, and maintain pick-up lists
• Prepare meeting rooms ahead of client meetings, clean and reset room after meetings
• General tidying including maintaining daily sanitization of frequently touched surfaces per our COVID-19 Safety Plan
• Ensure completion of paperwork, sign-in and security procedures
• Other duties as assigned

Office Administrative Support:

• General clerical duties include scanning, photocopying, faxing, filing, and retrieving documents, and ad-hoc tasks as required
• Work independently and within a team on non-recurring and ongoing projects at the request of the executive team, which may include planning, coordinating, and following up with internal and external stakeholders
• Coordinate, prepare, edit and/or proofread documents such as client documents, internal and external correspondence, presentations, brochures, publications, and reports using various software
• Assist with client inquiries and needs
• Manage client databases and filing systems
• Record and prepare minutes of meetings
• Compile data, statistic, and other information to support research activities
• Liaise with internal staffs at all levels to resolve administrative inquiries
• Implementing and maintaining administrative procedures
• Order and maintain office supplies
• Other duties as assigned

Who You are:

The successful candidate should identify themselves with the following:

• Have a welcoming and friendly demeanor while being able to professionally deal with a range of client interactions
• Highly organized with strong attention to details and quality
• Have a “can-do” attitude and take pride in your work
• Can be relied upon, and is highly accountable to work independently and autonomously
• Strong integrity and work ethics, able to handle sensitive and confidential information
• Enjoy personal development and growth through learning and performing a wide range of tasks
• Can focus on key priorities and stated goals and are able to coordinate multiple tasks, people and processes in a productive manner

Other Skills

• Fluent and Proficient in both English and Mandarin
• Proficient with Microsoft products (Power Point, Word and Excel) is required
• Previous experience with insurance industry is highly desired
• Experience in creating marketing material in Adobe InDesign, Photoshop, Illustrator, and movie editing software is a plus