Work with a Top 20 CPA and advisory firm that Accounts for Anything.
Key Responsibilities
Provide support to multiple partners and directors; work independently, proactively manage workloads, and track project timelines
Plan and coordinate various meetings and departmental events (virtual and in-person), including invitations, space reservations, catering/food service, hotel accommodations, and ground transportation
Handle sensitive and confidential business matters with discretion; support special projects and process improvements as assigned
Collaborate closely with other administrative assistants to coordinate coverage and complete shared projects
Serve as a liaison between executives, internal teams, clients, and external stakeholders; build and maintain strong client/vendor relationships and deliver exceptional service
Prepare, edit, and track engagement letters with accuracy and attention to detail
Complete client setup forms for new clients and engagements
Utilize CRM tool (HubSpot) to manage prospects and leads efficiently
Proofread and prepare client and agency correspondence, including response letters to the IRS and other tax authorities
Maintain due-date tracking and reporting to ensure timely responses and filings with the IRS and other tax authorities
Coordinate receipt of signed e-file authorizations and follow up to obtain missing forms required for e-filing
Support tax return delivery when not handled by the centralized delivery team
Create, revise, and design PowerPoint presentations for various purposes
Generate and analyze reports using various programs; build Excel reports using intermediate formulas, charts, and graphs
Perform data management, maintenance, and cleanup across department applications and trackers
Scan, organize, and file client documents; consolidate records to maintain orderly digital and physical files
Act as a change agent for implementing new processes within the department and guide team members accordingly
Assist with office administrative functions/events/front office coverage
Perform additional duties and ad-hoc tasks as assigned to support team and executive objectives
Requirements
High school diploma or equivalent; additional certification in office management is a plus
Proven experience as an administrative assistant or relevant administrative role (required)
Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) (required)
Previous experience in a similar role within the financial, legal, or professional services industry (preferred)
Familiarity with tax-related processes and procedures (preferred)
Familiarity with CRM tools, preferably HubSpot (preferred)
Familiarity with CCH Axcess, CaseWare, and CCH Workflow (preferred)
Strong interpersonal and communication skills, both written and verbal
Discretion and confidentiality when handling sensitive information
Detail-oriented with a commitment to accuracy
Exceptional organizational skills with the ability to manage multiple priorities and meet deadlines
Ability to multitask and prioritize tasks effectively
Proactive and able to anticipate the needs of the executives
Ability to adapt to changing priorities
Ability to work independently and as part of a team
Ability to work in a fast-paced environment
Ability to always maintain a high level of professionalism
Consistently demonstrates high-quality work and strong working relationships
Ability to work a flexible schedule and overtime as needed