Administrative Assistant

The Tax Department of one of the fastest-growing accounting firms in the country is seeking an Administrative Assistant who possesses a technical skillset, is motivated by quality work and embraces a collaborative environment. This individual will have a direct impact on our firm’s mission of serving as a catalyst for those striving to achieve their highest potential. 

In this role, you will provide full-service support for one or more partner(s) as well as various other members of the professional staff to include:  scheduling, document management, engagement letter support, logistics support, billing, and meeting management. You will provide regular support in database entry, electronic image retention, report and letter writing, and other administrative duties as needed. To be successful in this role, you must maintain a mature, professional demeanor while projecting self-confidence when addressing questions and handling matters involving internal and external clients.

Compensated overtime required during Busy Season, January 15 – April 15. 

 

What You’ll Do:

• Assist with billing for assigned Partners and Managers and prepare related reports, process A/R statements
• Maintain internal reference libraries and resources
• Serve as a point of contact to client calls and as a back-up for staff who are out of the office
• Schedule and organize onsite and offsite meetings as needed such as staff, scheduling and other regular meetings
• Coordinate all aspects of client meetings including the creation of PowerPoint (with Marketing Dept) presentations and logistics preparation such as catering, A/V and location details
• Prepare, send, and maintain engagement letters
• Schedule department performance meetings as needed
• Update document templates repository to include: standard letters, reports, and other correspondence
• Retain documents as necessary through scanning, copying, and utilizing internal retention document resources
• Assemble tax returns, financial statements, and other financial documents
• Use firm’s portal (extranet) for safe and secure transfer of documents to and from client
• Prepare clean, accurate reports as directed from time entry and other systems
• Order supplies and other materials as directed
• Draft, format, and edit letters and other correspondence per firm procedures
• Process and track status of client tax returns to ensure timely filing; assist with processing extensions
• Provide regular support in database entry, electronic image retention (scanning), copying, report and letter writing, and other administrative duties
• Demonstrate competency in technical skills, work quality, and application of professional and firm standards
• Communicate and interact with clients
• Always displays sensitivity in confidential matters and uses discretion when dealing with client matters
• Perform other duties as assigned

What We’re Looking For:

• Professional appearance and cheerful demeanor
• Professional phone skills
• Team oriented to accomplish project work
• Excellent verbal and written communication skills
• Strong organization, time management and administrative skills
• Strong attention to detail and be a quick thinker
• Strong critical thinking and problem-solving skills
• Problem identification and solution a must

Your Qualifications

• Four years of experience in a professional support role
• Working knowledge of Microsoft Office products and Adobe Acrobat

 

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