Administrative Assistant

Administrative Assistant

Rochester, NY

We are seeking a dependable and organized Administrative Assistant to assist our team with keeping daily office operations running smoothly. This role would be required to work in the office 5 days/week.  Parking is 100% paid for by the firm and is in a parking garage under our building.

Responsibilities:

• Preparing, proofing, and formatting of documents, correspondence, memos and reports for internal and external use.
  
• Processing of drafts and final copies of documents such as financial statements (electronic and bound copies).
  
• Ensures accurate and timely preparation of letters, correspondence and reports
  
• Setting up and utilizing mail merges for creating and mailing client audit confirmations.
  
• May assist with coordination department calendar needs; scheduling of internal and external meetings via Microsoft Outlook.
  
• New client setup within Client Portal (database).
  
• Scanning and electronically filing/organizing documents into database in a timely fashion.
  
• Responsible for greeting clients when they enter the office from the elevator and notify personnel with whom they are meet with.
  
• Handles incoming/outgoing mail – print mailing labels, (USPS, Certified Mail, and FedEx.) weigh for postage, filling out certified mail forms, maintaining postage machine, sorts and distributes mail.
  
• May assist with scheduling travel arrangements for audit and other firm staff as necessary.
  
• Assist with stocking of kitchen and office supplies. Keeps kitchen and conference rooms clean and organized.
  
• Help coordinate and run firm events and in-office lunches.
  
• Managing firm’s voicemail box and forwarding as necessary.
  

Requirements:

·         2+ years of experience in a similar administrative assistant role is required. Experience in a financial service company is a plus.

·         An Associate’s degree or greater is required, preferably in a business administration or office technology concentration.

·         Strong proficiency with MS Office Suite (Excel, Word, Outlook and PowerPoint) is required. Word (mail merges) and strong Excel/spreadsheet and database usage/reporting are highly preferred. Experience with embedding Excel in Word documents and formatting is a plus. A focus on word processing and formatting is essential.

·         Ethics and integrity are essential to this role and the firm, the ability to keep client information confidential is a requirement.

·      A candidate in this role should be professional, organized, and detail oriented. The ideal candidate must be deadline focused, proactive, possess solid multi-tasking skills, patience, and ability to take directions from several people.

Create your next chapter with Insero.

We’re growing, across our services, our teams, and our impact.  If you’re ready for new challenges, and the opportunity to shape your own career path, this is your chance to do it with a firm that truly walks the talk on culture. Our core value - Be Passionate About People - guides everything we do. Our culture is authentic, supportive, and recognized.

Awards & Recognition:

• #4 Best Company to Work For in New York - 2026 (ranked #1 in 2025 & 2024, 2022)
  
• Best Accounting Firms to Work For (2012–2025)
  
• #1 Best Accounting Firm & Most Innovative Workplace (2025 & 2024, Rochester Business Journal
  
• #4 Best Places to Work for Career Growth
  

Benefits:

We offer competitive salaries, an outstanding paid time off program (4 weeks/160 hours), 16 paid holidays, remote/hybrid work flexibly, 401(k) plan with firm contributions, tuition reimbursement program, 100% employer paid parking, spot bonus program, a variety of different medical plan options along with opt-out dollars if you do not need medical ins coverage.

Pay:

In the spirit of pay transparency, we are excited to share that the starting pay range for this position is $20.00-$24.00 per hour. Please keep in mind that this range is base pay only and does not consider other components that make up the total rewards package for the position such as eligibility to receive discretionary spot bonus incentives. This range is a reasonable estimate of the current range for this position. Actual compensation is influenced by a variety of factors, including but not limited to skills, experience, qualifications, and/or education and geographic location.  It is not typical for a candidate to be hired at or near the top of the range for their role and compensation decisions are dependent on the capabilities and experience of the candidate. Incentives, if any, depend on various factors, including, without limitation, individual and firm performance.

Insero is proud to be an Equal Opportunity Employer