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Administrative Assistant

  • Job Title: Administrative Assistant 
  • Location: Morristown, New Jersey 

About Simon Quick Advisors 

Simon Quick Advisors is a wealth management and investment consulting firm that advises high net worth individuals and families. Simon Quick Advisors is an independent registered investment advisor (RIA) offering customized integrated financial planning and investment solutions. The firm has offices in Morristown, NJ, New York, NY, Chattanooga, TN and Denver, CO

Why Work at Simon Quick Advisors?

Simon Quick Advisors’ culture and company philosophy are founded on a set of fundamental values that influence the choices we make and the actions we take. Our core values encompass integrity & honesty, mutual trust & respect, ownership & accountability, and humility. We provide opportunity, nurture talent, develop our people and reward achievement. You will be joining a culture that promotes functional excellence and teamwork, a passion for learning, and values employee input to help shape the future of the firm.

Duties & Responsibilities 

  • The Administrative Assistant reports directly to the Director of Legal and Family Office Services. Examples of job duties include:
  • Reports directly to the Director of Legal and Family Office Services  
  • Supports the Family Office with all client/matter file maintenance (both physical and electronic), maintains Director’s calendar, coordinates all meeting logistics both internal and external, and related administrative tasks
  •  Digital file maintenance/housekeeping
  •  Proofreading and light drafting of template forms, letters, or other documents related to financial transactions and estate planning
  •  Review and distribution of physical mail for entities, clients and Director
  • Notes/minutes taking during meetings with clients, vendors, and/or colleagues
  • Collecting wet signatures from partners, clients, notarizing forms, and sending packages to clients via certified mail and other means
  • Fielding requests from clients and deftly prioritizes departmental responses
  • Act as liaison to certain 3rd parties solicited by the clients or the firm (e.g. copy vendors, offsite storage vendors, and property managers)
  • Act as first line of defense for all departmental administrative requests
  • Act as departmental representative for certain technology initiatives within the firm
  • Identify efficiencies and process flows where needed within the Family Office
  • Tracks departmental strategic initiatives and maintains calendar of all recurring department requirements
  • Submit expense reports and coordinate payments with Accounts Payable

Professional Leadership 

  • Help to foster a positive atmosphere within the office and with clients
  •  Identify and help implement departmental processes and efficiencies  
  • Encourage teamwork and a collaborative spirit among colleagues
  •  Always exhibit professional behavior and workplace etiquette
  •  Demonstrate a desire to develop professionally and personally
  •  Stay current and knowledgeable of changing industry initiatives and market conditions

Qualifications

  • Associates degree or higher, plus 7 years’ experience as an administrative assistant  
  • Can be physically present in office at least three (3) days a week
  • Wealth management, in-house legal or trusts and estates experience preferred
  • Meticulous attention to detail
  • Excellent verbal and written communication
  •  Exceptional professional judgement  
  •  Ability to work independently, exhibit professionalism, discretion, control a high volume and complex workload and know when to escalate issues to the Director Ability to multi-task and prioritize assignments while delivering consistent quality work-product for the Family Office and clients •
  • Ability to adapt to new technology and become fluent swiftly
  • Superior knowledge of MS Office Suite (in particular, Excel and PowerPoint), G-Suite, ShareFile, DocuSign and document repository software (e.g. ShareFile) Extremely detail oriented, discrete and maintains client confidentiality above all else  
  •  Unwavering punctuality  New Jersey Notary Public certification (or will qualify and become a certified New Jersey Notary Public within first ninety (90) days of employment)

Application Process

To apply, please complete the online application here.

Simon Quick Advisors, LLC is an Equal Opportunity Employer and we do not discriminate against any employee or applicant for employment because of race, color, sex, age, national origin, religion, sexual orientation, gender identity, status as a veteran, and basis of disability or any other federal, state or local protected class.