Position Summary
We are seeking a professional, courteous, and highly organized Office Secretary to serve as the welcoming face and voice of our financial advisory firm. This position is ideal for someone who takes pride in creating a warm, client-centered atmosphere while efficiently handling administrative responsibilities.
As the first point of contact for all visitors and callers, the Office Secretary will play a crucial role in maintaining our office’s smooth operation and upholding a professional and trustworthy environment. Our firm offers services in accounting, insurance, investments, and tax preparation, so discretion, accuracy, and attention to detail are essential.
Key Responsibilities
🛎 Client Interaction & Front Desk Management
-Greet clients warmly and professionally, determine the reason for their visit, and notify the appropriate staff member.
-Answer and route incoming calls promptly and courteously; take detailed messages when necessary.
-Maintain a tidy, professional, and welcoming reception and waiting area.
-Check in clients, verify/update contact information, and ensure any necessary forms or documents are completed.
-Handle scheduling for client appointments, ensuring advisors’ calendars are accurate and up to date.
🗂 Administrative & Clerical Support
-Prepare and format general office correspondence.
-Assist with electronic and paper file organization in compliance with privacy regulations (e.g., for tax documents and client financial records).
-Manage incoming and outgoing mail, including secure handling of sensitive financial documents.
-Order and maintain inventory of office supplies, forms, and marketing materials.
-Perform accurate data entry into CRM, financial management systems, and tax software.
🧩 Office Coordination & Compliance Awareness
-Maintain familiarity with the firm’s range of services (tax, insurance, investment, and accounting) to provide basic guidance and direct inquiries appropriately.
-Uphold strict confidentiality in line with financial services compliance requirements (e.g., client data protection, secure communications).
-Monitor client follow-ups and ensure timely communication from advisors or team members.
-Support each department with clerical duties as needed.
-Support tax season workflows by coordinating drop-offs/pickups of tax documents and managing intake tracking.
Required Qualifications
-High school diploma or equivalent
-Minimum 2 years of experience in a receptionist or administrative role, preferably in a financial, insurance, or tax-related office.
-Strong working knowledge of Microsoft Office Suite (Word, Excel, Outlook); experience with financial CRM software, Quickbooks, Tax Act, and UltraTax is a plus.
-Excellent communication skills—clear, professional, and friendly tone in person and on the phone.
-Impeccable attention to detail, organizational skills, and confidentiality.
-Ability to multitask and prioritize in a fast-paced professional environment.
-Punctual, reliable, and proactive with a client-first attitude.
Work Environment
-Professional financial services office with regular client traffic.
-Desk located at the front of the office in a visible and client-facing position.
-Requires extended periods of sitting, computer work, and telephone communication.
-Occasional light lifting (documents, office supplies).
Compensation & Schedule
-Position Type: Hourly, On-Site
-Pay: $18-$21 per hour depending on experience
-Schedule:
-Outside of Tax Season (Mid-April to January): Monday-Thursday 9:00 AM-5:00 PM with the first Friday of each month 9:00 AM-5:00 PM
-Tax Season ( January to Mid-April): Monday-Thursday 9:00 AM-6:00 PM, Fridays 10:00-2:00. Occasional Saturdays as needed.
Time Off & Benefits
-Paid Time Off: After your first anniversary, 40 hours earned vacation plus 32 hours of personal sick leave. After the second anniversary, 80 hours earned vacation plus 32 hours of personal sick leave.
-Bonuses: We do provide performance bonuses twice a year.
-Holidays: All federal, paid holidays we have off.
-Benefits: This is an hourly position and does not include health benefits. After one year, you are allowed to participate in a simple retirement plan where we will contribute a percentage of your wages to.
How to Apply
Please apply by emailing your resume to info@laysonag.com. If emailing your resume, please use the subject line ““Office Secretary Application: [your name]”.
...POSITION SUMMARY The Well-Being Director is responsible for the leadership and delivery of a center's wellbeing programs, creating an environment where all members can pursue health, connection, and purpose. This includes oversight of group exercise, small group...
...County. PPC has a recovery-oriented treatment philosophy and provides a wide array of services including behavioral modalities, animal assisted therapy, and ECT. PPC is affiliated with several academic institutions and provides clinical training to Psychiatric Residents and...
...curriculum and resources for faith formation programs across all age groups; and directing sacramental preparation programs, including Christian Initiation. The Director fosters a welcoming, organized, and faith-filled environment that encourages spiritual growth and active...
...Housekeeping Manager - Marriott Stamford Hotel & Spa The Stamford Marriott Hotel & Spa located in the heart of bustling downtown Stamford is looking for you! Do you have what it takes to be a successful Housekeeping Manager at Stamford's number one hotel? Apply now...
...A leading energy company is seeking a Nuclear Security Officer in Louisiana. The role involves maintaining security at a nuclear facility, conducting patrols, monitoring access, and responding to incidents. Candidates should possess a high school diploma, be at least...