Job Title: Administrative Associate
FLSA Status: Non-Exempt
Reports to: Office Manager
About Us: Altair Advisers is an independent wealth advisory firm providing investment management, financial planning and client education services. We counsel a select group of individuals, families, foundations and endowments. As a fiduciary, we serve as an advocate for our clients, providing objective advice and comprehensive guidance across all aspects of our clients’ financial lives.
Position Summary: The Administrative Associate is responsible for owning repeatable, detail-oriented administrative processes, particularly those tied to client deliverables, team coordination, and office execution. This role requires strong organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced, team-oriented environment. This role also collaborates closely with the Client Service Executive Assistants who support Managing Directors and partners with the Administrative Coordinator to ensure smooth office operations.
Responsibilities
Prepare and coordinate production of client deliverables, including:Monthly and quarterly reporting packages (printing, assembly, binding, quality checks)Client correspondence and outbound mailingsSupporting materials for client presentationsPartner with consulting teams to ensure timely and accurate execution of recurring deliverablesSupport the logistics and preparation of client meetings, including:Assembling meeting materialsCoordinating conference rooms, catering, and AV readinessMaintain and update client-related distribution lists, contact groups, and internal recordsRegister employees for CFA and CEPC eventsSupport internal filing systems (electronic and physical), ensuring organization, accessibility, and consistencyProvide front desk coverage as needed, including:Greeting clients and visitors in a professional and welcoming mannerManaging incoming calls, deliveries, and visitor coordinationSupport conference room scheduling and readiness, ensuring rooms are properly set up for internal and client-facing meetingsAssist in maintaining shared office calendars related to meeting space and logisticsMonitor and maintain inventory of office, kitchen, and common area suppliesPartner closely with the Administrative Coordinator to ensure:Continuity of front office and operational supportEffective cross-training and back-up coverageCollaborate with Executive Assistants and other team members to ensure aligned and efficient administrative support across the firmContribute to the continuous improvement of administrative processes, workflows, and team coordinationOther duties as assigned by managementQualifications
3-4 years of business experience in an administrative position or similar roleWorking knowledge of MS Office programsSelf-starter, strong work ethic, able to work with minimum supervision once trainedExcellent communication and strong interpersonal skills; team playerHas the ability to manage multiple tasks, establish priorities and set expectationsAble to lift 30 poundsComfortable with a heavy workflow mid to late afternoon that may require occasionally working past the scheduled shiftThis role requires an in-office presence of 5x/weekTo learn more about Altair and apply for this position, please visit altairadvisers.com.
