Administrative Support Specialist

Overview

The Administrative Support Specialist plays a key role in supporting daily operations and ensuring a smooth, welcoming experience for clients and team members. This position combines administrative, facilities, and client service responsibilities in a professional, team-oriented environment.

Key Responsibilities

• Serve as the first point of contact for the firm, answering and directing calls with warmth and professionalism.
• Manage incoming and outgoing mail, shipping, and office correspondence.
• Coordinate office supply ordering, vendor communications, and basic facility needs.
• Support advisors and team members with scheduling, meeting preparation, and logistics for client and internal meetings.
• Assemble and maintain client materials, reports, and packets for meetings and onboarding.
• Assist with expense tracking, data entry, and document management in support of operations and compliance.
• Help coordinate team events, client recognitions (e.g., birthdays, sympathy notes), and other culture-building activities.
• Provide general administrative assistance to ensure efficient office operations and a positive client experience.

Qualifications

About Tobias Financial Advisors

Tobias Financial Advisors (TFA), founded in 1980, is an independent, fee-only financial planning and wealth management firm serving high-net-worth individuals and business owners. We specialize in proactive tax strategies, investment management, and supporting clients through life's transitions. Our collaborative, values-driven culture empowers our team to deliver exceptional, personalized service while upholding the highest fiduciary standards.