Administrative Coordinator

Shepard Financial • Yarmouth, ME • 4d ago

This job was posted by https://joblink.maine.gov : For more information, please see: https://joblink.maine.gov/jobs/1261057

Job description

Position Overview

shepard FINANCIAL is seeking a detail-oriented and proactive Administrative Coordinator to join our growing financial services team in Yarmouth, Maine. This role will provide direct support to our CEO and senior leadership team while handling critical operational tasks that drive our business forward. The ideal candidate will thrive in a dynamic environment, supporting both day-to-day operations and special events, which may include client engagement and appreciation events, CEO speaking engagements, and financial education coaching and training programs.

Key Responsibilities

Executive Support (40%)

Tasks May Include:

Provide daily, direct administrative support to the CEO

Manage client outreach and maintain strong relationships with CEOs

client roster.

Manage outreach to leads and prospects as requested in support of

sales and marketing.

Provide support with miscellaneous projects and errands, including

post-office, holiday card mailings, etc.

Manage calendar, travel arrangements, and scheduling for CEO

Coordinate between departments and other C-level staff.

Administrative Support (40%)

Tasks May Include:

Manage and process client paperwork, ensuring accuracy and timely

completion

Maintain and organize CRM and other databases and generate reports

as requested

Coordinate filing systems and document management

Handle correspondence and communications on behalf of leadership

team

Assist with meeting preparation and follow-up documentation

Manage office supply inventory and ordering

Marketing & Promotional Support (20%)

Tasks May Include:

Provide support to promotional campaigns and marketing initiatives

as requested

Assist with event planning and coordination for client engagement

events, speaking engagements, and other special events

Provide support with other special projects as requested.

Support outreach and follow-up sequences to new business leads and

prospects.

Support the development and rollout of new training programs

Required Qualifications

Education & Experience:

Bachelors degree preferred, or equivalent combination of education

and experience

2-3 years of administrative or marketing support experience

Experience in financial services or professional services preferred

Technical Skills:

Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint)

Experience with CRM systems and database management (Experience with

Red Tail is a plus)

Social media platform management experience

Basic graphic design skills (Canva, etc.) preferred

Experience with project management software i.e. Asana or other

platforms

Comfortable with technology and learning new software systems

Proficiency withand knowledge ofleading AI tools and platforms

strongly preferred

Core Competencies:

Exceptional written and verbal communication skills

Strong attention to detail and organizational abilities

Ability to manage multiple priorities and deadlines

Professional and personable demeanor with clients and external

contacts

Self-motivated with ability to work independently

Discretion and confidentiality when handling sensitive information

Ability to work in a fast-past environment with an expanding company

Team Player able to jump in and support diverse tasks and

initiatives as required

Must have valid drivers license and ability to operate a vehicle

Duties related to event set-up or mailings may require the ability

for light lifting

Preferred Qualifications

Previous experience with appointment scheduling systems

Knowledge of financial services industry

Experience supporting C-level executives

Basic understanding of compliance requirements in financial services

Event planning or coordination experience

What We Offer

Competitive salary based on experience

Collaborative work environment with established leadership team

Health insurance stipend for self-enrollment in the insurance marketplace

Emplo

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