Office Manager & Executive Assistant

Job Description

Job Description

Office Manager & Executive Assistant
The on-site anchor who keeps our office, leaders, and daily experience running smoothly.


Position: Full-time, non-exempt, 40 hours/week, Monday-Friday 8am-5pmPST Work arrangement: On-site at the firm office located in Seattle’s Wallingford neighborhood. Team: Administrative Operations Pay: $25/hour – Overtime requires prior approval About R.D. Barnett PLLC R.D. Barnett PLLC is a growing accounting, tax, and advisory firm. Accounting, tax, and advisory services are the heart of our business, but relationships are our lifeblood. We listen, ask questions, customize solutions, and care about outcomes. We are also a technology-forward firm that uses modern systems, automation, and AI tools to improve the client and employee experience. Position Overview The Office Manager & Executive Assistant is the daily on-site anchor for R.D. Barnett PLLC. This person owns the front-office experience, physical office readiness, mail and time-sensitive physical workflows, and practical executive support for firm leaders. The role blends responsive coverage with proactive organization so clients feel welcomed, employees have what they need, and important details do not fall between the cracks.

Why this role matters: Some days will be driven by phones, deliveries, facilities issues, or deadline-sensitive mail. Other days will allow time for calendar support, office projects, process documentation, and hospitality. Reliable availability and sound judgment are as important as task volume. What You Will Own Front Desk and Phones

• Provide consistent front-desk and telephone coverage during established office hours, welcome clients and visitors, route calls, and capture complete messages for the right team member.
• Help with routine, nontechnical questions such as portal access, electronic signature logistics, meeting details, and where to send information; route client-workflow questions to the Client Service Coordinator and technical questions to the appropriate professional.
• Receive deliveries and packages, notify recipients promptly, and maintain an orderly reception and shared-office environment.

Mail, Postage, and Physical Document Workflows

• Own daily incoming and outgoing mail, including sorting, scanning, routing, postage, certified mail, couriers, packages, tracking, proof of mailing, delivery status, and escalation of exceptions.
• Coordinate approved paper tax submissions, tax payments, filing-fee mailings, and other deadline-sensitive physical deliveries using documented procedures and required quality-control steps.
• Scan and route checks and physical client documents promptly, protect chain of custody, and support printing, copying, binder assembly, records scanning, and other on-site document needs.

Office Management, Facilities, and Vendors

• Keep the office safe, functional, stocked, and client-ready through proactive attention to supplies, toner, printers, postage equipment, shared spaces, plants, water service, and routine office needs.
• Monitor inventory and place approved orders before essential supplies run out, balancing responsiveness with cost awareness.
• Coordinate building access, cleaning, maintenance, repairs, deliveries, and vendor visits; maintain clear vendor contacts and follow open issues through resolution.
• Coordinate food, reservations, room setup, and logistics for internal meetings, client meetings, training, and firm events.
• Assist with workstation, equipment, and office-access setup for new hires, coordinate technical issues with IT, and maintain practical office checklists, vendor records, emergency information, and recurring schedules.

Executive Assistant Support

• Manage delegated scheduling and calendar coordination for partners and managers, including internal and external meetings, confirmations, changes, and preparation time.
• Support delegated inbox and communication workflows in Outlook, Missive, or other approved systems by organizing messages, assigning follow-up, capturing action items, and escalating urgent matters.
• Prepare agendas, meeting materials, reminders, and follow-up lists so leaders arrive prepared and commitments are not lost after the meeting.
• Coordinate reservations, travel details, appointments, and limited personal administrative tasks when specifically authorized.
• Handle sensitive business and personal information with excellent judgment, confidentiality, and discretion.

Team Experience and Administrative Coordination

• Support onboarding logistics for new team members, including office access, equipment readiness, workspace setup, supplies, and first-day coordination.
• Help create a thoughtful employee and client experience through hospitality, celebrations, team activities, recognition, and other approved culture-building efforts.
• Document recurring office and executive-support procedures and improve checklists when a clearer, more reliable method is identified.
• Provide backup administrative support during peak periods or absences when priorities are clear and primary office coverage is protected.

What Success Looks Like

• Clients and visitors are greeted promptly, calls are answered or routed reliably, and routine questions receive clear next steps.
• Mail, certified filings, packages, checks, facilities issues, and office projects move on time with accurate records, while the office remains safe, stocked, functional, and client-ready.
• Partners and managers have organized calendars, prepared meetings, visible follow-ups, and fewer administrative interruptions, and recurring procedures are documented for informed backup.

Who You Are

• Service-minded. You make clients, visitors, and teammates feel welcomed, heard, and well cared for.
• Proactive. You notice what will be needed next and act before a preventable problem becomes urgent.
• Organized. You manage calendars, mail, vendors, supplies, and follow-ups through dependable systems.
• Discreet. You handle confidential client, employee, partner, and personal information with excellent judgment.
• Resourceful. You can investigate a practical problem, identify the right person or vendor, and move it toward resolution.
• Composed and flexible. You stay calm and professional when priorities shift or several people, calls, deliveries, or requests arrive at once.
• Technology-comfortable. You learn new systems quickly and use modern tools, templates, automation, and AI responsibly.
• Hospitable. You care about the details that make an office feel polished, warm, and thoughtfully run.

Qualifications

• Two or more years of experience in office management, executive assistance, administrative coordination, client service, or a related role.
• Ability and willingness to work on-site during established office hours, with dependable attendance and flexibility for additional hours during peak deadlines or firm events.
• Strong communication and judgment, including confidence with clients and senior leaders and the ability to manage confidential information, competing priorities, time-sensitive logistics, and frequent interruptions.
• Proficiency with Microsoft Outlook, Word, and Excel, plus the ability to learn unfamiliar software quickly.
• Experience with professional-services technology and coordination of vendors, facilities, office supplies, meetings, events, or executive calendars is helpful but not required.

Role Boundaries

• This role does not provide tax advice, answer technical tax questions, or make accounting or tax judgments.

Compensation and Benefits Pay: $25 per hour (non-exempt). 40 hour work week – Monday -Friday 8am-5pm PST. Overtime requires prior approval.
Benefits:

• Casual office environment
• Six paid holidays plus four floating holidays.
• Forty hours of paid sick leave.
• 15 vacation days per year.
• Two paid volunteer days each year.
• Three percent 401(k) retirement match.
• 100% company-paid premium for employee Medical (BCBS PPO), vision, and dental (Delta Dental PPO) benefits.

Growth Opportunity R.D. Barnett PLLC is growing, and what is needed today may be different from what is needed tomorrow. This description is not intended to list every possible activity, duty, or responsibility. A team member who demonstrates excellent judgment, dependable execution, and the ability to make leaders and the office more effective will have opportunities to expand the role over time. Equal Opportunity and Accommodations. R.D. Barnett PLLC is an equal opportunity employer. We consider qualified applicants without regard to race, color, creed, religion, national origin, citizenship or immigration status, sex, pregnancy, sexual orientation, gender identity or expression, age, marital status, disability, genetic information, military or veteran status, or any other status protected by applicable law.
We are committed to providing reasonable accommodations throughout the hiring process. Applicants who require an accommodation may contact View email address on us.fitly.work.

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