Administrative Assistant

Description

 Job duties include, but are not limited to the following:

• Office Organization: Maintain a clean and organized office space, including but not limited to managing supplies, equipment and inventory

• Calendar Management: Schedule appointments, meetings, and conference calls, and coordinate with team members to ensure efficient use of time

• Data Entry: Accurately input and maintain date in spreadsheets, databases, and various software applications

• Communication: Handle incoming calls, emails and correspondence, and direct them to the appropriate team members

• Document Handling: Create, edit, format and manage various documents, reports, and presentations

• Filing and Record Keeping: Maintain and organize physical and digital files, ensuring easy retrieval and compliance with document retention policies

• Meeting Support: Assist in the preparation of materials for meetings, take minutes and distribute follow-up action items as directed

• Travel Arrangements: Coordinate travel plans, including booking flights, hotels and transportation as needed

• Customer Service: Provide exceptional customer service to internal and external stakeholders and visitors

• Scanning & filing of client tax documents

• Updating client information in firm systems

• Assembling tax returns and financial statements for delivery to the client

• Sort & distribute incoming mail; post outgoing mail, prepare FedEx & courier requests

• Preparing client mailings

• Providing interdepartmental support when needed

The ideal candidate for this position is someone who is organized with exceptional attention to detail & accuracy, is proficient in Microsoft Office suite of products, has well developed communication skills, and can adapt to, and prioritize, quickly changing requirements.

Requirements

Qualifications and Skills:

Required:

• High school diploma or equivalent

• Proven experience as an administrative assistive or similar role

• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint and other office software

• Familiarity with video conferencing tools (e.g., Zoom, Microsoft Teams)

• Excellent organizational skills and the ability to prioritize tasks

• Strong written and verbal communication skills

• Attention to detail and accuracy

• Adaptability and the ability to work in fast-paced environment

• Professional demeanor and a customer-oriented approach

• Discretion and the ability to handle confidential information with sensitivity

Preferred:

• Associate’s degree or higher a plus

• Experience with document management software or office management tools (e.g., Docusign, SafeSend)

• Knowledge of basic accounting and budgeting principles