Administrative Assistant

Job Summary:

Must have a relationship and service-based attitude. This role is a brand ambassador with visitors and clients, while also providing support to management team members through administrative tasks.

Job Duties (including but may not be limited to) the following:

• Greet clients, prospective clients and other visitors in a friendly and sincere manner, making them feel comfortable when they visit an office
• Answer multi-phone properly with warmth and friendliness and route calls to the appropriate person
• Arrange, review and distribute incoming mail according to specified procedures
• Coordinate meeting and conference call arrangements, including coordination of rooms, technical resources and catering
• Scan and save workpapers submitted by clients
• Draft engagement letters to clients if assigned
• Format and proofread Financial Statements
• Process and assemble of tax returns, including paper & electronic methods
• Assist with preparing monthly billing
• Processes and mails client invoices
• Maintain and input client information in the various software programs including CRM, Star, etc.
• Perform administrative duties such as copying, faxing, and scanning
• Other administrative duties on an as needed basis
• Required overtime during high volume periods. Cross trained in other administrative roles

Knowledge, Skills and Abilities:

• Working knowledge of Microsoft Office applications (Outlook, Word, Excel and PowerPoint) and Adobe Acrobat
• Hands-on experience with office equipment (e.g. printers)
• Excellent verbal and written communication skills
• Strong organization and prioritization skills
• Ability to multitask and work under pressure independently or in coordination with other administrative or management professionals
• Ability to find the underlying cause of errors and assist with resolving those issues
• Professional attitude and appearance
• Ability to be resourceful and proactive when issues arise
• Multitasking and time-management skills, with the ability to prioritize tasks
• Exceptional customer service skills
• Understands and maintains the confidentiality of all information

Qualifications:

• Education: High School Diploma, GED or equivalent required
• Experience: 1-3 years of administrative experience in a professional office environment preferred (prior experience in a CPA firm a plus)
• Travel: As needed for off-site team-related events and meetings