Keating and Associates, Inc.

Administrative Assistant – Wichita, KS 

Job Summary 

The Administrative Assistant will provide a professional and welcoming presence to clients and prospects, both in person and over the phone, fostering meaningful, long-term relationships. This role requires strong organizational and administrative skills, including multitasking, maintaining focus in a fast-paced environment, and innovative thinking to exceed expectations. Success in this role involves proactively supporting the team’s growth and operations by going beyond routine administrative tasks. If you have professional office experience and thrive in a detail-oriented, dynamic environment, we’d love to hear from you.

Ideal Candidate Responsibilities include, but are not limited to: 

• Assist with scheduling and preparing meeting documents to ensure advisors are fully prepared.
• Manage office supplies and inventory to keep resources stocked, organized, and accessible. Provide support with printing, mailing, scanning, and archiving tasks.
• Maintain accurate client data in CRM systems, ensuring consistency across records and reports.
• Coordinate with the Marketing & Project Manager to assist with communication distribution, gifting, client events, and the preparation of marketing materials.
• Track client communications (e.g., letters, forms, and correspondence) to ensure timely follow-ups.
• Prepare meeting spaces, ensuring all materials are ready, and the room is clean and presentable.
• Welcome all clients, prospects, and centers of influence with a warm greeting and ensure they are offered refreshments upon arrival.
• Monitor office presentation standards, maintaining a neat and professional environment throughout all common areas.
• Manage check deposits and maintain accurate records to meet compliance requirements.
• Provide phone coverage and assist with general inquiries as needed.

Adapt to shifting priorities by taking on additional tasks or projects as required to support the office’s operations.

Required Qualifications & Skills: 

• 2+ years of professional office experience.
• Proficiency with CRM systems and comfort working with new technology tools.
• Excellent verbal and written communication skills with a professional, friendly demeanor.
• Proactive problem-solver with the ability to prioritize tasks and adapt to shifting needs.
• Independent and sound decision-maker with the ability to work with minimal supervision.
• Collaborative team player who enjoys working across departments to achieve shared goals.
• Discreet and trustworthy, with the ability to maintain confidentiality with sensitive company and client information.

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