Administrative Assistant

Job Description: Administration Assistant

Arbor Group Advisors

We are now looking for an effective administrative assistant to join our small finance team to support the organization’s continued growth. The successful candidate will support the Chief Executive Officer in operating in the day-to-day operations of Arbor Group Advisors and assisting with the maintenance of payroll and financial records.

The role of the administration assistant will help ensure that we work in a quality, safe, fit for purpose office environment, representing value of the firm by working in cooperation with the planners and administrative assistants working in the Arbor Group environment. The administrative assistant will also assist with regular and timely payroll and financial reporting.

The position will require a confident individual with plenty of experience managing a diverse office of independent advisors with a practical understanding of QuickBooks as it relates to payroll and general office procedures such as invoicing and paying bills.

The role would suit a delivery-focused self-starter, who is comfortable taking ownership over processes. The environment is suitable for someone who takes a flexible approach and who can adapt to arising issues while respecting local differences. An ability to deal with many, sometimes competing, tasks will round off the profile.

 Role Overview Accountability for:

1. Accurate and timely bookkeeping

2. Effective office administration/logistics

3. Accurate and timely operation of payroll

4. Smooth functioning membership administration Key Responsibilities and Dimensions of Role

1.       Accurate and timely bookkeeping

• Assist the Chief Executive Officer with all bookkeeping functions such as payroll, ensuring that financial records are kept accurate and up to date.

• Process all invoicing.

• Process expenses claims.

• Provide additional support as required to the Finance Manager

2.       Effective office administration/logistics

• Maintain inventory of office supplies and own re-ordering processes.

• Ensure a clean and tidy office environment (overseeing the cleaner).

• Manage meeting room calendar

• Help organize specific meetings inside and outside of the office.

• Provide all office receptionist duties including greeting visitors, maintain a clean and pleasant waiting area, etc.  

• Manage outgoing and incoming post

3.       Accurate and timely operation of payroll

• Own the operation of the monthly payroll processes to ensure staff are paid accurately and on time.

• Manage changes and updates to payroll.

• Respond to ad hoc queries in relation to payroll.

• Timely and accurate processing/sending of invoices.

4.       Essential Qualifications, Knowledge & Experience and Skills

• Experience using QuickBooks software

• Highly organized and process driven

• High level of attention to detail

• Strong team player

• Comfortable using own initiative and taking ownership of processes

• High levels of integrity and trustworthiness

• Able to handle confidential information

• Positive outlook and fun, with a good sense of humor Additionally desirable

The employee may be required to undertake such other tasks and responsibilities as may be directed, from time to time, by the line manager that are consistent with the nature of the job described above.