Office Administrative Assistant Job at Horizon Financial in City of Rochester

Overview

Employment Type: Full-time (with flexible scheduling options), on-site

Target Start: ASAP

Company: Horizon Advisory Services, Inc. ("Horizon Financial") is an SEC-registered investment advisory firm providing comprehensive planning and investment management to individuals and families. We proudly serve more than 600 households, with most having roots here in Rochester and across Upstate New York. While our client base is primarily local, many families who have moved or been referred to us continue to work with Horizon no matter where life takes them.

We’ve built a strong reputation for going above and beyond — responding quickly, treating clients like family, and delivering personalized service that sets us apart. At Horizon, you’ll find the resources of a professional financial firm paired with the culture of a close-knit, supportive team deeply connected to our community.

About the Role

We are seeking an Administrative Assistant to provide client service and operational support to our advisory team and leadership. This role is designed to reduce the administrative burden on advisors and associate advisors while ensuring clients continue to receive seamless, professional service.

A key part of this role will be serving as the primary backup to our front desk associate — covering phones and reception during vacations, and stepping in when the front desk is occupied with a client or call. Beyond that, you’ll assist with scheduling, documentation, compliance administration, and executive support — becoming a vital part of the team that keeps our office running smoothly.

This position is ideal for someone who thrives on keeping things organized, enjoys helping clients and teammates, and wants meaningful variety in their day-to-day responsibilities.

What You’ll Do

• Client Service Support (Top Priority): Serve as the next-in-line backup for front desk coverage — answering phones, greeting clients, and ensuring service requests are handled quickly and professionally.
• Scheduling & Calendar Coordination: Assist with scheduling client and advisor meetings across multiple calendars; help anticipate and resolve conflicts.
• Documentation & Records Assistance: Support transcription (CopyTalk), meeting notes, scanning, filing, and general recordkeeping tasks with accuracy and confidentiality.
• Administrative Support: Assist with routing paperwork, handling mail, maintaining supplies, and managing internal correspondence.
• Compliance & Executive Assistance: Provide administrative help with compliance logs, certifications, and checklists; support leadership with reporting and project tracking.
• Social Media & Marketing Support: Maintain the firm’s content calendar; ensure planned posts are published consistently and on schedule.
• Money Management Support: Assist with administrative tasks tied to investment accounts (tracking paperwork, logging activity, following up on requests).

What You Bring

• Experience: 2+ years in administrative or office support; financial or professional services experience preferred.
• Technical Skills: Proficiency with Microsoft Office (Outlook, Excel, Word, Teams); familiarity with CRM, scheduling, or social media management tools a plus.
• Core Strengths:
• Warm client service skills with a professional phone and reception presence.
• High attention to detail in paperwork- and scheduling-heavy environments.
• Ability to juggle multiple priorities, follow through on tasks, and spot issues before they become problems.
• Professional Standards: Ability to handle confidential and sensitive information responsibly.

Why Horizon Financial

• Client-First Culture: Join a respected firm known for strong client relationships and a collaborative, supportive team environment.
• Impact: Play a key role in keeping the client experience seamless while reducing the administrative strain on advisors and associate advisors.
• Variety: Balance front-line client interaction with behind-the-scenes administrative and operational work.
• Growth & Development: Gain exposure to the financial planning, compliance, and investment management fields.

Compensation, Benefits & Schedule

• Salary Range: $20-28 per hour, commensurate with experience, schedule, and qualifications.
• Benefits: 401(k) with company contributions, company-sponsored health insurance, paid vacation, and company bonus eligibility.
• Schedule: This is an on-site role with flexibility built in:

-Full-time (40 hours/week): Standard schedule (e.g. 8:00 a.m.–4:30 p.m.) or adjusted hours (e.g. 7:00 a.m.–3:00 p.m.).

-Part-time (30–35 hours/week): For the right candidate, we are open to a reduced schedule (e.g. ~32 hours/week) if it provides consistent coverage for client service and team needs.

We understand life has rhythms outside of work — whether that means starting earlier and finishing mid-afternoon, needing a recurring block of time free (such as every other Wednesday), or stepping away briefly for school pick-up. For the right candidate, we’ll work together to build a schedule that balances personal needs with the consistent coverage our clients and team rely on.