Administrative Assistant

Administrative Assistant

We invite you to apply to a firm where relationships, innovation, and professional growth come together to make an impact. The Administrative Assistant serves as the first point of contact for clients, visitors, and callers. This position is responsible for creating a professional and welcoming environment while providing administrative support to ensure the successful operation of services throughout the Firm. Confidentiality of Firm and client information is of the utmost importance in this position.

The work will include a combination of billable and non-billable time as client services are performed.

Essential Duties include, but are not limited to:

• The Administrative Assistant may be assigned to several areas to assist in the overall operational success of the firm.
• This position is primarily assigned to the front desk and serves as the primary person for answering phones and greeting clients and vendors.
• Provides exceptional internal and external customer service.
• Greets clients, assists with basic questions, and directs them to appropriate team members as needed.
• Assists clients with picking up returns and other documents and collects and processes documents dropped off by clients.
• Assists vendors and delivery professionals, including sorting and distributing packages and mail.
• Prepares outgoing mail and shipments.
• Answers, screens, and routes incoming telephone calls.
• Schedules appointments and maintains calendars as assigned.
• Opens and closes the lobby area, including ensuring doors are locked and unlocked.
• Maintains the reception area and conference rooms in a clean, organized, and welcoming manner.
• Assists with filing, scanning, copying, and data entry tasks as needed or assigned.
• Monitors office and breakroom supplies and places orders as needed.
• Receives and assists with scanning, copying, filing, and organizing client documents while maintaining confidentiality.
• Maintains client contact information and other administrative records.
• Assists with electronic document intake, uploading, and routing to appropriate staff.
• Provides administrative support to partners, professional staff, and administrative team members as needed.
• Assists with special projects, special teams, and other administrative duties as assigned.

Provides overall busy season (January 1 to April 15) support:

• Processes tax returns.
• Delivers tax returns.
• E-files tax returns.
• Scans documents.
• Stuffs envelopes.
• Assists accounting services with 1099 and W-2 processing.
• Runs office errands.
• Performs other duties as assigned by the Partner-in-Charge or other members of the Partner group.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Requirements

Required Qualifications

• High school diploma or equivalent is required.
• Excellent verbal and written communication skills and the ability to establish and maintain effective working relationships with co-workers.
• Ability to manage multiple engagements and competing priorities in a fast-paced environment.
• Must demonstrate a high-level commitment; possess a positive attitude and respect for others; able to have fun.
• Possess efficient time management skills.
• Exceptional client service and communications skills with a demonstrated ability to develop and maintain outstanding client relationships.
• Computer software experience with Word, Excel, Outlook, is required and a willingness to learn other software programs specific to this industry is a must.
• Utilize AI-enabled tools, when appropriate, to support and enhance daily job functions.

Supervisory Responsibility

None.

Work Environment

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets, scanners and fax machines.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to stand; sit; walk; use hands to finger, handle or feel; and reach with hands and arms.

The employee is occasionally required to climb or balance; and stoop, kneel, crouch or crawl. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision,…