Administrative Assistant Job at Pension Services, Inc. in Coral Gables

Administrative Assistant – Pension Services, Inc.

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Nature of Work

The Administrative Assistant’s primary duty and responsibility is to ensure a positive and professional relationship with clients by catering to their needs and promoting PSI as a service provider of choice in every interaction.

Job Description

Support the President and the organization by performing diverse administrative tasks that facilitate smooth operations and client satisfaction.

Tasks

• Answering phone calls and directing them appropriately.
• Recording notes and messages for the President during meetings.
• Following up on pending tasks assigned by the President for new and existing clients.
• Preparing beverage/lunch orders for the President and any guests or visitors.
• Running business-related errands for general operations and company-sponsored events.
• Scheduling and arranging meetings and conferences.
• Managing company social media accounts.
• Managing travel arrangements and itineraries on behalf of the President.
• Serving as a liaison between the President and staff as needed.
• Managing the President’s calendar and appointment scheduling.
• Organizing corporate events.
• Participating in seminars and webcasts as needed.
• Ensuring all interactions with clients over the phone, e‑mail, and in‑person are friendly and that follow‑up tasks are handled efficiently.
• Maintaining a positive and professional relationship with all clients and vendors.
• Supporting other departments with administrative tasks as needed.
• Performing any other duties assigned by the President or a member of the Management team.

Knowledge, Skills, and Abilities

• Proficiency in Microsoft Office Suite, including generating reports in Excel.
• Ability to type accurately.
• Strong oral and written communication skills.
• Ability to maintain accurate files.
• Excellent tact and customer service skills.
• Professional communication.
• Knowledge of IRS Forms.
• Knowledge of Financial Statements.
• Follow‑through skills.
• Outstanding customer service skills.
• Excellent service recovery skills.

Experience and Education Requirements

• Minimum of 1 year of experience in customer service, concierge, or event planning; 2 years preferred.
• Minimum of a high school diploma or GED equivalent; Associate degree in Business Administration or a related field preferred.
• Experience working in the retirement/pension administration industry highly preferred.
• Equivalent combination of relevant education and experience may be substituted as appropriate.

Company Description

We want our employees to stay and grow within our organization. Excellent benefits package including 15 days of PTO, 5K corporate runs, 401k, medical, dental, and vision, and full short/long term disability insurance, life, and gap coverage.

Seniority Level

Entry level

Employment Type

Full‑time

Job Function

Administrative

Location

Miami, FL