Administrative Assistant

Description

Intrua Financial is seeking a reliable, organized, and personable Administrative Assistant to support the day-to-day operations of our Houston office. This role serves as the first point of contact for many of our clients and plays an important part in creating a welcoming, professional, and well-organized office environment.

The Administrative Assistant is responsible for managing the front desk and incoming phone calls, welcoming clients, supporting in-person meetings, maintaining shared office spaces, and assisting the operations team with a variety of administrative tasks.

The ideal candidate is dependable, proactive, an excellent communicator, and comfortable juggling multiple priorities at once. This person should enjoy helping others, take pride in keeping things organized, and be able to remain friendly and composed in a busy office environment.

Responsibilities: 

Front Desk & Client Experience

• Greet clients and visitors warmly and professionally and ensure they feel welcomed and taken care of
• Answer and route incoming calls to the appropriate advisor or team member
• Manage multiple incoming calls at once while maintaining a professional and helpful demeanor
• Take accurate messages and ensure information is communicated promptly to the appropriate person
• Serve as a helpful resource for clients while they are visiting the Houston office

Meeting& Office Support 

• Prepare conference rooms before client meetings, ensuring rooms are clean, organized, and ready for guests
• Reset conference rooms promptly following meetings so they are prepared for the next appointment
• Monitor client-facing areas throughout the day and maintain a clean, polished, and welcoming environment
• Stock and organize snacks, beverages, and supplies for clients and team members
• Help maintain the office kitchen, including keeping common areas tidy and running the dishwasher at the end of each day
• Identify office supply or maintenance needs and communicate them to the appropriate team member

Administrative & Operations Support 

• Assist with incoming client checks and the check deposit process in accordance with firm procedures
• Assist with client correspondence, mailings, scanning, and document organization
• Support compliance filing and maintenance of organized records
• Relay messages, documents, and information to advisors and team members accurately and promptly
• Provide general administrative support to the operations and client service teams as needed
• Assist with special projects and other office responsibilities as they arise

Requirements

• High school diploma required; associate or bachelor’s degree preferred
• Previous administrative, receptionist, hospitality, or customer service experience is a plus
• Excellent verbal and written communication skills
• Strong organizational skills and attention to detail
• Ability to manage multiple priorities and interruptions throughout the day
• Comfortable answering and managing multiple incoming phone calls
• Professional, friendly, and confident when interacting with clients
• Proficiency with Microsoft Office, including Outlook, Word, Excel, and Teams
• Ability and willingness to learn new technology and office systems

Preferred Attributes

• Reliable and punctual — someone the team can consistently count on
• Friendly, welcoming, and comfortable interacting with a wide variety of people
• Strong communicator who follows through and keeps others informed
• Able to stay calm and organized when several things need attention at once
• Proactive and willing to notice what needs to be done without always being asked
• Comfortable shifting between client-facing responsibilities and behind-the-scenes administrative work
• Team-oriented with a willingness to jump in and help wherever needed
• Takes pride in creating an organized, professional, and welcoming office environment