Office Administrative Assistant

Come Shine with Us!

Position :
Office Administrative Assistant

Location :
Downtown, Honolulu

Work Arrangement :
Full-time, on-site presence required

Normal Business Hours : 8 : 00AM 5 : 00PM

Remote :
No

Salary Range : $50,000 to $60,000. The final salary offer is contingent upon the candidates experience, qualifications, and market and business conditions.

Our CPA network firm located in beautiful Honolulu, HI doesnt just provide tax services they build trusted, lasting partnerships through thoughtful, forward‑thinking advice. They believe work should be both meaningful and enjoyable, with a culture grounded in optimism, balance, and collaboration.

As an Office Administrative Assistant, you will handle a variety of complex administrative tasks under the supervision of the Administrative Supervisor. You will provide essential support for office operations and the Assurance line of service, manage the physical office space, and ensure a productive and efficient work environment, enabling employees to focus on generating revenue. This role requires significant organizational, client service, supervision, and administrative skills.

This position requires full‑time, on‑site presence, with all duties performed in-person.

• Manage incoming calls, faxes, and other general inquiries.
• Oversee incoming and outgoing mail, ensuring timely sorting, handling, and delivery to the mailbox or post office.
• Coordinate internal and external meetings, including room reservations, sending calendar invitations, and arranging food orders.
• Perform small‑scale copying and faxing tasks as required.
• Administer petty cash and distribute funds in compliance with Firm policies.

• Serve as the point of contact with building management for access cards, parking, and maintenance requests.
• Communicate updates related to building maintenance, fire drills, and inspections.
• Maintain the cleanliness and organization of the office kitchen space, including starting the daily coffee and posting weekly lunchroom menus.
• Manage the ordering and inventory of office and kitchen supplies.

• Coordinate facilities and food arrangements for all audit meetings and functions.
• Assist professional staff with sending audit confirmations via mail, email, and / or Docu Sign.
• Prepare, edit, and finalize progress bills.
• Coordinate client meetings and prepare related correspondence.
• Maintain general training documentation and assist with in‑house Continuing Professional Education (CPE) administration and certificate processing and distribution.
• Track CPE compliance and CPA licensing status, and generate reports as needed.

• Assist with the management of subscriptions and renewal of individual and corporate memberships.
• Coordinate travel arrangements for professional staff.
• Process requests for Certificates of Insurance for various departments.
• Provide effective backup coverage to other administrative personnel as required.

• Manage multiple tasks efficiently:
  Demonstrate strong organizational skills to handle various administrative responsibilities and prioritize tasks.
• Communicate clearly and effectively:
  Exhibit excellent verbal and written communication skills to convey information to employees and clients.
• Solve problems creatively:
  Identify issues, analyze situations, and develop effective solutions to resolve improve office operations.
• Adapt to changing situations:
  Demonstrate flexibility and adaptability to respond effectively to unexpected challenges and evolving needs.
• Collaborate with team members:
  Work effectively with other departments and team members to coordinate office activities, implement initiatives, and support organizational goals.
• Provide excellent employee and client service:
  Focus on delivering outstanding service to employees and clients, addressing their needs, and enhancing their overall experience.

• Ethical and Professional:
  Uphold high standards of integrity and confidentiality, adhering to Firm policies and best practices to set a positive example and…