Administrative Assistant

Job ID
# of Openings


Summary of Position

PFM’s Arlington office, located near the Ballston Metro stop, is seeking an Administrative Assistant for a regional office within a medium-sized, national financial services firm. This position supports two Managing Directors within the practice and others as needed. A minimum of 7 years of experience in a similar role in an entrepreneurial, small business, client-focused environment is preferred.


An Administrative Assistant at PFM is an experienced and tenured professional who possesses strong leadership and excellent organizational skills, is able to handle multiple tasks from multiple managers at once, and perform under strict deadlines while implementing new ideas and systems to optimize office efficiency and improve client service/deliverables. The candidate will demonstrate a leadership and coordinator role for several junior professionals in a busy, team-oriented environment. The successful candidate will also be a creative self-starter with the ability to predict needs and work independently on a diverse range of projects. The applicant must have experience in supporting executive level managers and working for multiple managers under various deadlines. The applicant must have exceptionally strong editing, formatting and technical skills, and be comfortable learning new software quickly.


This individual will be responsible for preparing detailed work, including the creation of client proposals, presentations, reports, and marketing materials for an expanding and active practice. The candidate will facilitate the proposal process and must work efficiently and effectively with many internal departments for successful completion. The individual will also be responsible for other marketing efforts of the project managers including coordination of conference events, distributing newsletters and/or other materials project managers would like sent to clients. The candidate will also act as a point of contact for clients as well as colleagues if the project manager is not available. The individual must be reliable and willing to work overtime, as necessary. Software expertise in Microsoft Word, Excel, PowerPoint, and Outlook is essential given the deadline driven job requirements. Experience with Microsoft SharePoint and/or Microsoft Dynamics CRM and Concur Expense Reporting are a plus but not required.


Company Background

The PFM Group (PFM) is a full-service financial advisor, providing financial and investment advisory services to state and local governments. PFM was organized in 1975 with the sole mission of providing premium quality independent financial advisory services to public entities.  We are continually ranked the #1 municipal financial and investment advisory company in the United States, with 33 offices and over 500 employees throughout the country. 


Responsibilities include

  • Assist with correspondence on behalf of manager
    • Interact with clients, partners and vendors as requested
    • Typing, emailing/scanning of all correspondence as necessary
  • Create presentations, proposals, reports, and marketing materials
  • Support marketing efforts (prospect research, preparing, designing & producing presentation books, proposals)
  • Support client service/develop client deliverables, and general correspondence using Word, PowerPoint, Excel & Outlook
  • Planning/Coordinating conference events as well as client and prospect training events (registration, presentations, organize supplies, shipping, travel arrangements, dinners, event venues)
  • Schedule meetings and conference calls as needed
    • Inform team members of schedules/meetings
  • Book and manage complex travel arrangements
  • Create and submit expense reports for each project manager on biweekly basis.
  • Phone coverage duties

Other administrative duties as needed


Required skills include

  • College degree or equivalent experience
  • Minimum of 7 years of experience in a comparable role
  • Skill in fostering and establishing effective working relationships and teams with other staff, clients and the general public
  • Ability to work independently
  • Ability to prioritize and coordinate multiple assignments
  • Professionalism in all communications including phone and e-mail
  • Absolute accuracy when preparing documents within a tight time frame; extreme attention to detail a must
  • Knowledge of standard reference sources and information gathering methods
  • Strong proficiency in Microsoft Word, PowerPoint, Excel and Outlook
  • Solid knowledge of English grammar, spelling and punctuation

PFM is an equal opportunity employer (EOE, M/F/D/V) and maintains a drug-free work environment.


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