Tax Administrative Assistant

We are looking for a Tax Administrative Assistant with over 2 years of experience for our Walnut Creek, CA office. The ideal candidate values professionalism, technical excellence, and commitment to the highest standards and will have the opportunity to make a meaningful impact.

Please Note: These responsibilities are part of a shared departmental workflow, and duties may shift or evolve based on team needs, workload distribution, and firm priorities.

• 3-4 days per week in our Walnut Creek office
• Dynamic with frequent collaboration with team members and stakeholders
• Requires a high degree of urgency in completing tasks and assignments
• Embraces and encourages ongoing change and improvement

• Prepare, manage, and distribute client documents and communications, ensuring personalization, accurate tracking, and proper recordkeeping; maintain and update client databases.
• Support client onboarding by collecting and reviewing documentation, setting up records in firm systems, and completing necessary approvals.
• Prepare and review tax and audit/assurance assemblies; administer client e-file submissions, monitor status, and maintain related records.
• Coordinate outsourcing by sending client documents to external teams and tracking progress and completed work.
• Assist with billing tasks and provide general operational support, including overflow work, special projects, and administrative tasks to ensure smooth firm operations.
• Train new team members in administrative processes, as needed.

• 2+ years of administrative experience in a professional services or accounting firm preferred
• Experience with professional services or firm management software is a plus; candidates should be able to quickly adapt to new tools and systems
• Advanced Microsoft Excel skills, including formulas, pivot tables, and data analysis as well as strong proficiency in Word and Docu Sign
• Familiarity with time entry systems, billing platforms, and client portals
• Excellent organizational and multitasking abilities, strong communication skills, with keen attention to detail
• Ability to manage multiple priorities and deadlines with accuracy and professionalism