Office Coordinator and Administrative Assistant

The Role

We are looking for someone who enjoys variety in their workday. You will split your time between maintaining a welcoming office environment, managing critical digital documentation, and providing high-level administrative support to our advisors and executives.

Key Responsibilities

Your weekly rhythm will generally balance across three core areas – Office Coordination, Family Office/Tax Administration and Administrative Support

Office Coordination

• Environment & Presentation: Maintain the cleanliness, organization, and professional appearance of the lobby, conference rooms, and communal areas.
• Inventory Management: Keep the kitchen, coffee stations, and refrigerators fully stocked; manage and reorder office supplies.
• Facilities Liaison: Act as the primary point of contact for building management, maintenance, and external vendors.

Family Office/Tax Administration

• Data Archiving: Scan, categorize, and upload physical paperwork into our proprietary Family Office Services digital platform.
• Docusign: Prep tax engagement letters annually, along with other occasional Docusign requests
• Incoming Mail: Return client physical tax documents, mail out paper tax returns, prep certified mail packages, document/track outgoing certified mail via USPS
• Data Integrity: Ensure strict confidentiality, accuracy, and compliance when handling sensitive financial and client documents.

Administrative Support

• Executive & Advisor Support: Manage calendars, schedule client meetings, and handle expense reporting for leadership.
• Travel Coordination: Arrange seamless domestic travel logistics for executives and advisors.
• Client Relations: Coordinate and send out client holiday, milestone, and appreciation gifts.
• Event Planning: Help organize, source vendors for, and facilitate internal company events and client appreciation gatherings.

Key Qualifications & Skills

• Experience: 1–3 years of experience in an administrative, office coordination, or experience in financial services, legal, or professional services is a plus.
• Technical Savvy: Proficiency with Microsoft Office Suite (Outlook, Excel, Word) and comfort learning new digital document management platforms.
• Organization: Exceptional time-management skills with the ability to switch gears between tasks smoothly.
• Discretion: A high level of integrity and the ability to handle sensitive client financial information with absolute confidentiality.
• Presence: A warm, professional demeanor with excellent written and verbal communication skills.

Work Schedule & Environment

• 100% In-Office: This role requires being on-site at our Milwaukee office 5 days a week to effectively manage daily office operations and physical document processing.
• Hours: 8am – 5pm

Ready to Join Us? If you are a dependable professional who takes pride in creating an organized, welcoming workplace, we would love to hear from you. Please submit your resume and a brief cover letter explaining why this dynamic coordinator/assistant role is the perfect fit for your skills.