Job Summary

The role of the administrative assistant is to provide administrative support in the Research Department. In particular, the position is responsible for the timely and accurate processing of production sheets, tracking of staff attendance, and preparing reports for Research Leadership.

Note: This is a temporary position until April 2027 to cover a leave. The selected candidate must be available for the entire duration of the contract.

Duties & Responsibilities

• Follow invoicing procedures, including processing all Production Sheets and sending all client reporting and invoice documents by email.
• Create and update Salesforce files and QuickBooks information as necessary.
• Prepare and maintain reports for the purposes of production tracking, business analysis, and other reports as necessary for Management.
• Cross-check all received production and coordinate with Accounting as needed.
• Ensure all required notes and client communication are recorded in Salesforce and redirect them to the right person (Researcher or Sales).
• Prepare daily, month-end, and fiscal year-end reports for Management.
• Manage all HeirSearch Research Department memberships including renewal and payments.
• Provide support to the Research Manager and Research staff to ensure attendance is accurately tracked and maintained in Calamari and all necessary attendance forms are submitted.
• Track and maintain records on the use of Accurint.
• Track and maintain records on Researcher professional development hours.
• Assist the Research Manager with both intake and exit of staff members.
• Arrange travel and hotel accommodation and prepare conference itineraries for attendees from Research Department.
• Provide coverage to the Front Desk and Administrative Assistant Team as needed, included, but not limited to answering telephone calls, preparing and sorting mail, and photocopying records.
• Facilitate performance reviews by tracking anniversary dates and providing staff with form to complete and return to Research Manager.
• Perform other tasks as assigned by Management and assist as necessary.

Requirements / Qualifications

Education:

• Must have completed secondary education. Post-secondary education preferred.

Experience:

• 1-2 years previous office experience.

Knowledge:

• Basic knowledge foundation of administrative tasks, intermediate Internet navigation, and Windows Operating System, MS Word, Excel, Outlook, Access, and effective use of basic office equipment (printer, copier, fax) is required.
• Experience with Salesforce and QuickBooks preferred but not required.

Communication:

• Strong communication skills required. Must be able to follow detailed instructions as well as communicate and correspond in a professional manner.

Research Skills:

• Know how to find information efficiently, interpret it accurately, evaluate the quality of information, and use it effectively.

Attention to Detail:

• Ability to closely evaluate details, identify discrepancies, and take the initiative to correct them.

Organizational Skills:

• Ability to maintain systems and processes for entering, creating, storing and accessing information and documents.

Time-management Skills:

• Uses time and resources effectively by planning and scheduling work according to priority and availability of resources.

Outcomes

• Timely and accurate invoicing; limited client complaints.
• Complete and accurate database information.
• Accurate data entry and reporting.
• Timely and accurate communication with all internal and external stakeholders.

Working Conditions

• Office environment, primarily computer-based work, regular office hours.

Job Challenges

• Producing accurate output while multi-tasking and responding to various requests/inquiries.
• Analyzing the source and quality of information received.
• Prioritizing conflicting requests from various sources.

Critical Success Factors

• Strong understanding of company computer systems.
• Ability to learn new concepts quickly and adapt to changes.
• Ability to work independently for extended periods of time.
• Highly detail-oriented and accurate execution of tasks.
• Ability to communicate effectively across different departments.