Windows System Administrator maintaining the server landscape for Voquz IT - Solutions in Vienna. Supporting the team in Microsoft and virtualization environments with optimizations and configurations.
About the role
- Client Administration Associate ensuring high-quality administrative support for retirement plan consulting. Coordinating meetings, document management, onboarding processes, and client communications.
Responsibilities
- Provide logistical and administrative support for client meetings and ongoing client interactions.
- Schedule meetings using calendaring tools, coordinate plan review logistics, and attend meetings when requested to capture detailed notes and prepare professional meeting minutes.
- Distribute meeting summaries, track follow-up items, and ensure action steps are completed in a timely manner.
- Serve as an administrative point of contact for routine client requests and inquiries.
- Monitor and manage shared inboxes, respond to administrative questions, and escalate technical or advisory questions to consultants as needed.
- Maintain professional, timely communication consistent with firm standards.
- Support preparation, distribution, and organization of client-facing documents and meeting materials.
- Assist with proofreading, version control, and secure distribution of documents while maintaining organized electronic client files in accordance with firm standards and compliance requirements.
- Organize and manage client-related tasks and deliverables within the firm’s project management system.
- Track recurring workflows, monitor deadlines, follow up with internal team members and external service providers, and proactively alert consultants when deliverables or tasks are at risk.
- Assist with administrative aspects of onboarding new retirement plan clients by coordinating document collection, maintaining onboarding checklists, and supporting compliance-related administrative processes.
- Help ensure timelines and required deliverables are tracked and completed.
- Provide administrative support for new business and prospecting activities by maintaining records in Salesforce, coordinating scheduling for prospect meetings, and assisting with preparation of proposal and onboarding materials.
- Coordinate administrative matters with recordkeepers, TPAs, custodians, and other service providers.
- Support internal workflows and maintain standardized templates and processes while identifying opportunities to improve efficiency and organization.
- Handle sensitive client and plan-level information with discretion while adhering to firm policies regarding confidentiality, data security, and record retention.
Requirements
- Prior experience in administrative, client service, or executive assistant roles.
- Experience in financial services, retirement plans, or professional services preferred.
- Strong organizational skills and ability to manage competing priorities
- Demonstrated responsiveness and professional communication skills
- Proficiency in Outlook, Calendly, Asana, Salesforce, or similar project management and CRM tools
- Ability to manage multiple projects simultaneously while maintaining accuracy and attention to detail.
Benefits
- Medical Insurance
- Dental Insurance
- Vision Insurance
- Competitive compensation
- 401(k) plan and company match
- Employer paid life insurance, short-term, and long-term disability insurance
- Flexible spending account
- Generous paid time off
- Paid parental leave
- Summer Friday hours
- Professional development assistance
- Volunteer days with local charity
- Team building events and outings
- Hybrid and flexible work environment
Job title
Job type
Experience level
Salary
Not specified
Degree requirement
Location requirements
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