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Administrative Coordinator

Administrative Coordinator

Veterans StaffingYarmouth, ME, US
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Shepard Financial Administrative Coordinator

Shepard Financial is seeking a detail-oriented and proactive Administrative Coordinator to join our growing financial services team in Yarmouth, Maine. This role will provide direct support to our CEO and senior leadership team while handling critical operational tasks that drive our business forward. The ideal candidate will thrive in a dynamic environment, supporting both day-to-day operations and special events, which may include client engagement and appreciation events, CEO speaking engagements, and financial education coaching and training programs.

Key Responsibilities :

  • Executive Support (40%) : Tasks may include :
  • Provide daily, direct administrative support to the CEO
  • Manage client outreach and maintain strong relationships with CEOs client roster
  • Manage outreach to leads and prospects as requested in support of sales and marketing
  • Provide support with miscellaneous projects and errands, including post-office, holiday card mailings, etc.
  • Manage calendar, travel arrangements, and scheduling for CEO
  • Coordinate between departments and other C-level staff
  • Administrative Support (40%) : Tasks may include :
  • Manage and process client paperwork, ensuring accuracy and timely completion
  • Maintain and organize CRM and other databases and generate reports as requested
  • Coordinate filing systems and document management
  • Handle correspondence and communications on behalf of leadership team
  • Assist with meeting preparation and follow-up documentation
  • Manage office supply inventory and ordering
  • Marketing & Promotional Support (20%) : Tasks may include :
  • Provide support to promotional campaigns and marketing initiatives as requested
  • Assist with event planning and coordination for client engagement events, speaking engagements, and other special events
  • Provide support with other special projects as requested
  • Support outreach and follow-up sequences to new business leads and prospects
  • Support the development and rollout of new training programs

Required Qualifications :

  • Education & Experience : Bachelors degree preferred, or equivalent combination of education and experience. 2-3 years of administrative or marketing support experience. Experience in financial services or professional services preferred.
  • Technical Skills : Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint). Experience with CRM systems and database management (Experience with Red Tail is a plus). Social media platform management experience. Basic graphic design skills (Canva, etc.) preferred. Experience with project management software i.e. Asana or other platforms. Comfortable with technology and learning new software systems. Proficiency with and knowledge of leading AI tools and platforms strongly preferred.
  • Core Competencies : Exceptional written and verbal communication skills. Strong attention to detail and organizational abilities. Ability to manage multiple priorities and deadlines. Professional and personable demeanor with clients and external contacts. Self-motivated with ability to work independently. Discretion and confidentiality when handling sensitive information. Ability to work in a fast-paced environment with an expanding company. Team Player able to jump in and support diverse tasks and initiatives as required. Must have a valid drivers license and ability to operate a vehicle. Duties related to event set-up or mailings may require the ability for light lifting.

    • Preferred Qualifications :

  • Previous experience with appointment scheduling systems
  • Knowledge of financial services industry
  • Experience supporting C-level executives
  • Basic understanding of compliance requirements in financial services
  • Event planning or coordination experience

    • What We Offer :

  • Competitive salary based on experience
  • Collaborative work environment with established leadership team
  • Health insurance stipend for self-enrollment in the insurance marketplace
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    Administrative Coordinator • Yarmouth, ME, US

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