Administrative Assistant

Description

• Provide administrative support to partners, managers, and accounting staff.
• Prepare, edit, proofread, and format correspondence, reports, financial statements, and other client documents.
• Schedule meetings, manage calendars, and coordinate appointments.
• Answer and direct incoming phone calls and greet clients professionally.
• Coordinate client communications and maintain positive client relationships.
• Maintain electronic and physical filing systems in accordance with firm policies.
• Assist with engagement setup, document organization, and workflow tracking.
• Process incoming and outgoing mail, courier deliveries, and electronic document transmissions.
• Assist with tax return assembly, financial statement preparation, and client deliverables.
• Handle sensitive client and firm information with the highest degree of confidentiality.
• Monitor office supplies and coordinate vendor orders.
• Maintain confidential client records and comply with firm security and privacy procedures.
• Provide backup administrative support for other team members as needed.
• Perform other administrative duties assigned by management.

Requirements

• Associate degree or equivalent experience preferred.
• 3–5 years of administrative experience, preferably in a CPA firm, accounting firm, legal office, or other professional services environment.
• Excellent written and verbal communication skills.
• Strong organizational and time management abilities.
• High level of accuracy and attention to detail.
• Ability to maintain confidentiality and exercise sound judgment.
• Strong customer service skills.
• Ability to prioritize multiple deadlines in a fast-paced environment.

Technical Skills

• Advanced proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)
• Adobe Acrobat
• Document management software
• Electronic filing systems
• Microsoft Teams or similar collaboration platforms
• Familiarity with tax and accounting software is a plus (e.g., CCH, Thomson Reuters, or Drake Software)

Core Competencies

• Organization and planning
• Professional communication
• Client service orientation
• Problem-solving
• Team collaboration
• Adaptability
• Dependability
• Confidentiality and ethics
• Initiative
• Attention to detail

Physical Requirements

• Prolonged periods of sitting and computer use.
• Ability to lift and carry up to 25 pounds occasionally.
• Ability to move throughout the office to assist staff and clients.