Office Manager & Executive Assistant

Office Manager & Executive Assistant

The on-site anchor who keeps our office, leaders, and daily experience running smoothly.

Position:
Full-time, non-exempt, 40 hours/week, Monday-Friday 8am-5pm PST
- Work arrangement:
On-site at the firm office located in Seattle's Wallingford neighborhood.

Team:
Administrative Operations
- Pay: $22/hour – Overtime requires prior approval

R.D. Barnett PLLC is a growing accounting, tax, and advisory firm. Accounting, tax, and advisory services are the heart of our business, but relationships are our lifeblood. We listen, ask questions, customize solutions, and care about outcomes. We are also a technology-forward firm that uses modern systems, automation, and AI tools to improve the client and employee experience.

The Office Manager & Executive Assistant is the daily on-site anchor for R.D. Barnett PLLC. This person owns the front-office experience, physical office readiness, mail and time-sensitive physical workflows, and practical executive support for firm leaders. The role blends responsive coverage with proactive organization so clients feel welcomed, employees have what they need, and important details do not fall between the cracks.

Reliable availability and sound judgment are as important as task volume.

• Provide consistent front-desk and telephone coverage during established office hours, welcome clients and visitors, route calls, and capture complete messages for the right team member.
• Help with routine, nontechnical questions such as portal access, electronic signature logistics, meeting details, and where to send information; route client-workflow questions to the Client Service Coordinator and technical questions to the appropriate professional.
• Receive deliveries and packages, notify recipients promptly, and maintain an orderly reception and shared-office environment.

• Own daily incoming and outgoing mail, including sorting, scanning, routing, postage, certified mail, couriers, packages, tracking, proof of mailing, delivery status, and escalation of exceptions.
• Coordinate approved paper tax submissions, tax payments, filing-fee mailings, and other deadline-sensitive physical deliveries using documented procedures and required quality-control steps.
• Scan and route checks and physical client documents promptly, protect chain of custody, and support printing, copying, binder assembly, records scanning, and other on-site document needs.

• Keep the office safe, functional, stocked, and client-ready through proactive attention to supplies, toner, printers, postage equipment, shared spaces, plants, water service, and routine office needs.
• Monitor inventory and place approved orders before essential supplies run out, balancing responsiveness with cost awareness.
• Coordinate building access, cleaning, maintenance, repairs, deliveries, and vendor visits; maintain clear vendor contacts and follow open issues through resolution.
• Coordinate food, reservations, room setup, and logistics for internal meetings, client meetings, training, and firm events.
• Assist with workstation, equipment, and office-access setup for new hires, coordinate technical issues with IT, and maintain practical office checklists, vendor records, emergency information, and recurring schedules.

• Manage delegated scheduling and calendar coordination for partners and managers, including internal and external meetings, confirmations, changes, and preparation time.
• Support delegated inbox and communication workflows in Outlook, Missive, or other approved systems by organizing messages, assigning follow-up, capturing action items, and escalating urgent matters.
• Prepare agendas, meeting materials, reminders, and follow-up lists so leaders arrive prepared and commitments are not lost after the meeting.
• Coordinate reservations, travel details, appointments, and limited personal administrative tasks when specifically authorized.
• Handle sensitive business and personal information with excellent judgment, confidentiality, and discretion.

• Support onboarding logistics for new team members, including office access, equipment readiness, workspace setup, supplies, and…