Administrative Assistant - Hybrid

Altamonte Springs, Florida
Salary commensurate with experience. Full benefits, PTO, 401(k) with match.
Feb 19, 2024
Apr 19, 2024
Contract Type
Full Time

401K Generation is a Registered Investment Advisory firm providing financial and fiduciary services to employer sponsored 401(k) plans and private wealth management services to individuals. As a 3(16) Plan Fiduciary, we manage the day-to-day administrative tasks for 401(k) plans nationwide. We are committed to helping individuals prepare for their financial future and relieving businesses across America of the administrative burdens of a 401(k) plan. We hold ourselves accountable and pride ourselves on delivering uncomplicated and innovative retirement plan solutions. This dynamic, fast-growth company is seeking an Administrative Assistant to join our team and grow with us.

Job Title:  Administrative Assistant

Report to: Chief Compliance Officer

Status:  Full Time/Non-Exempt

Position Summary:

The Administrative Assistant will perform a variety of administrative and human resources tasks. The role requires confidentiality, discretion, and considerable independence. The successful candidate will demonstrate strong attention to detail, good organizational skills, and excellent communication skills.

Job Description:

  • Promote and adhere to the company’s core values, Accountability, Communication, Commitment, Service Excellence, Integrity, and Collaboration
  • Provide administrative and office support to the Senior Leadership Team Handle confidential information with utmost discretion and professionalism
  • Compose and prepare a variety of documents for internal and external use Update and distribute compliance and HR policies and track employee acknowledgements
  • Assist with creating and editing training documents, maintaining training attendance logs, review required training progress and report back to the leadership team. Review employee email signatures for compliance with brand guide.
  • Collect mail, route to appropriate party, determine and identify items that require immediate attention. Assist with gathering items requested for audits.
  • File and organize documents, both physical and electronic (including scanning) to include employee files and client agreements
  • Tracking to ensure all agreements are received. Support Human Resources function by assisting with recruiting and employee onboarding
  • Maintain facilities by requiring all visitors to sign in before entering office suite, distributing, and tracking office and desk keys and key fobs
  • Plan company events: take lunch orders, make catering arrangements, set up and clean up after office lunches, celebrations, and events
  • Provide support for internal/external meetings including creating invites, reserving meeting space, preparing agenda and other required documents, taking minutes, setting up conference room including refreshments.
  • Assist financial advising team with monthly reporting, updating client mailing list, coordinating email blasts, scheduling annual reviews, and monitoring and updating the marketing catalog.
  • Monitor and keep appropriate inventory of office supplies and reconcile charges on office credit card
  • Complete assigned work within set deadlines
  • Compose consistent professional communication
  • Practice organization and time management skills including prioritizing work and requesting additional work when appropriate
  • Meet or exceed metrics on a consistent basis

Job Qualifications:

  • Minimum five years’ experience in office administration and three years’ experience supporting human resources function including recruiting
  • Ability to handle matters with discretion and confidentiality
  • Advanced MS Office skills including Word, Excel, and PowerPoint required, experience with Salesforce preferred
  • Must obtain Retirement Plan Fundamentals (RPF) certification within first year of employment
  • Ability to prioritize work within assigned caseload
  • Exceptional organizational, time and time management skills, strong attention to detail and ability to multi-task and problem solve
  • Ability to work independently and be part of a team
  • Flexibility to work mandatory overtime to meet business needs
  • Impeccable attendance record
  • Must be at least 18 years of age
  • Must be authorized to work in the US
  • Excellent verbal and written communication skills
  • Strong grammatical and proofreading skills
  • Must be able to pass a criminal background check

Other Duties:

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.



  • Retirement Plan Industry Training
  • Medical
  • Dental
  • Vision
  • Short-Term Disability
  • Long-Term Disability
  • Life Insurance
  • PTO
  • Paid Holidays
  • Floating Holidays
  • Work From Home 2 days per week


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