Administrative Assistant

PFM is a recognized national leader in providing financial, investment, and consulting advice to public sector, non-profit and other institutional entities. For more than forty years, PFM has advised many of the country’s largest municipal and institutional entities including states, counties, municipalities, townships, boroughs, authorities, school districts, not-for-profit organizations, and pension funds. The firm has more than 650 employees located in every region of the country.

It's fun to work in a company where people truly believe in what they are doing!

PFM , a leading financial and investment advisory firm, has a position open in our Orlando office for a full-time Administrative Assistant. This person will be responsible for coordination of communication with our clients, researching and compiling background information, production of official documents, proposals, presentations, provide client and marketing project support as well as administrative and compliance tasks. This fast-paced, deadline-driven job requires a great deal of flexibility, strong organizational and communication skills, and a high degree of attention to detail. Proficiency in Microsoft Word, PowerPoint, and Excel required. Professional presence in the office and while interfacing with clients in person, via phone or email is a must. Bachelor’s degree or 3-5 years equivalent professional work experience required.

An Administrative Assistant at PFM (internally titled “ Associate ”) is an integral team member who takes ownership of assigned tasks, possesses strong prioritization and excellent organizational skills, can manage multiple, time-sensitive tasks from multiple team members.

Responsibilities:

• Scheduling and facilitating client meetings and events, including ordering meals, reserving conference space and audio/video needs, etc.
• Planning/coordinating conference events for team (registration, presentations, organizing supplies, shipping, travel arrangements, meals)
• Coordinate and facilitate webinar training meetings (experience with Webinars preferred)
• Providing management support on product development projects, episodic and ongoing marketing efforts, and market development
• Assisting with the preparation, proofreading and finalization of proposals, presentations and reports in Microsoft Word, PowerPoint, and Excel – includes management of ongoing reporting efforts related to firm-wide marketing efforts and programs.
• Assisting with travel arrangements and expense reporting
• Keeping group members aware of schedules/meetings
• Assisting managers with expense/time forms
• Serving as a liaison between PFM offices
• Ordering the necessary supplies for the copy rooms, kitchen, and staff in the office
• Answering phone calls and directing calls to appropriate staff in a professional manner
• Ability to scan and file the client’s documents as needed
• Assist in mail merges, including printing and envelope stuffing
• Opening, sorting, and distributing mail
• Preparing USPS mail and FedEx items
• Maintaining hard copy filing system, electronic filing system and keeping storage room in an orderly manner
• Assist in transcribing minutes

• Assist with compiling packets/documents needed for meetings

• Maintain and distribute keys/key fobs per client’s rules and requirements
• Review client’s websites to ensure all necessary items are posted and information is up to date
• Post necessary items on the client’s websites

• Other administrative duties as needed
• Assist the other PFM Associates/Analysts when needed

Required skills:
Experience Required

• Bachelor’s degree or 3-5 years equivalent professional work experience

Knowledge, Skills and Abilities Required:

• Prior experience using WebEx to schedule public meetings and webinar trainings
• Proficient in Microsoft Word, PowerPoint, and Excel
• Able to research information in response to specific direction
• Firm command of written English including spelling, punctuation, grammar usage, proofreading, and organization
• Skill in prioritizing and coordinating given assignments
• Knowledge of secretarial and general office procedures

Qualities:

• Professional presence in all communications including phone and email
• Strong oral and written communication skills
• Meticulous, organized, and creative
• Ability to prioritize and manage multiple assignments from multiple staff members
• Ability to work independently
• Commitment to excellence
• Strong sense of personal responsibility
• Team player
• Bilingual a plus

PFM's policy is that only fully COVID-19 vaccinated individuals are permitted to work in our offices.

If you are ready to experience the challenge, satisfaction, and reward of an opportunity with PFM, please apply here, or refer a qualified candidate.

PFM is not offering visa sponsorship for this position.

PFM is an equal opportunity employer (EOE, M/F/D/V) and maintains a drug-free workplace.

Job Type: Full-time