Join our team as an Administrative Assistant & Accounts Receivable Assistant!
Are you highly organized, proactive, and passionate about helping others succeed? Our firm is seeking an administrative assistant who thrives on planning, maintaining, organizing, and keeping things running smoothly behind the scenes. In this role, you will play a key part to ensure that partner priorities are met, organizational goals are achieved, and best practices are upheld. We believe our firm thrives when our people thrive. The ideal candidate should be a proactive problem-solver with exceptional attention for detail, strong organizational skills, and excellent follow-up and follow-through abilities. If you enjoy taking ownership, anticipating needs, and helping others stay focused on what matters most, we'd love to hear from you!
Job Summary
The assistant will provide support to the partners of the firm. He/she acts as the liaison to promote high-level communication and service both internally and externally. They are crucial to the firm's daily operations, contribute to projects, and take initiative to ensure smooth functioning of the firm and executive efficiency.
Position Type
Full-time
Monday through Friday 8:00 am to 5:00 pm at 40 hours per week plus required but moderate overtime during tax season including weekends (January 2nd through April 15th deadline).
Duties include but are not limited to:
- Communication management: Handle and filter emails, phone calls, and other correspondence on behalf of the partners.
- Calendar and schedule management: Manage and organize partners schedules, including scheduling meetings, appointments, and events.
- Document preparation: Draft, edit, and prepare various documents, reports, presentations, spreadsheets, tax returns, and e-file.
- Project support: Assist with special projects, initiatives, marketing, and events as needed.
- Information management: Maintain and refine internal processes, organize filing systems, corporate records, and databases.
- Liaison: Act as a primary point of contact, connecting the executive with internal and external contacts.
- Confidentiality and discretion: Handle sensitive and confidential information with the utmost discretion.
- Administrative and operational support: Perform general administrative tasks, manage office supplies, information technology coordination, invoicing, task management, and accounts receivable, and assist with other operational needs.
- Supervisory and team collaboration: Will collaborate with staff, recruit, train, and/or supervise others
Skills & Qualifications:
- High school diploma required; Bachelor's degree in Business Administration or related field a plus.
- Experience in administration, client services, or bookkeeping a plus
- Proficient in Microsoft Word, Excel, Power Point
- Attributes, characteristics, and soft skills expected: Positive, active listener, trustworthy, detail oriented, driven/hard-working, dependable, pro-active, self-motivated, collaborative, helpful, team player, organized, analytical, problem solver, continuous learner, efficient, flexible and adaptive.
- Tech-Savvy and an aptitude for learning new software systems
- Proactive & resourceful to anticipate needs and find solutions to complex problems
- Strong written and verbal communication
- Excellent organization and time-management skills with the ability to coordinate multiple concurrent projects
- Ability to work well under pressure and deadlines
- Professional and promotes positive public relations with clients, staff, and partners
Physical Requirements:
- Ability to lift 25 lbs.
- Ability to sit and stand for prolong periods of time
- Ability to climb flights of stairs
- Ability to type 35+ words per minute.
Our salary & benefits include:
- Health insurance (medical, dental, vision)
- Short and long-term disability
- Life insurance
- Continuing profession education & training
- Paid time off (up to 3 weeks in first year)
- 401(k) with matching
- Career advancement
- We have a flex time policy
We are an equal opportunity employer and a drug free workplace. To apply for this position please submit cover letter and resume with salary requirement for positions. No phone calls, please.