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Administrative Assistant

Pivotal Talent Search

Woburn, MA
Administrative Assistant

Join our collaborative tax operations team as an Administrative Assistant and play a key role in delivering a smooth, efficient tax season for our clients and accountants. This position is ideal for someone who enjoys organization, client service, and working behind the scenes to keep a busy professional team on track.

The Administrative Assistant will:

  • Support the e-filing of federal and state tax returns
  • Contact clients to gather missing information, signatures, and e-file authorizations
  • Handle incoming client calls, answer questions, and guide clients through our online portal
  • Download, track, and organize e-file authorization forms
  • Make outbound calls to clients and assist with document retrieval
  • Scan, upload, and organize tax-related documents, especially posttax season
  • Maintain accurate, well-organized digital filing systems
  • Coordinate and schedule client calls and appointments for multiple accountants
  • Provide office calendar support and help arrange/order office lunches
  • Deliver ongoing administrative support during peak tax season and throughout the year
  • Participate in off-season training to learn and support more complex tax administrative tasks

What We're Looking For:

  • High school diploma or equivalent
  • 25 years of administrative experience in a professional, confidential environment
  • At least 2 years of experience using Excel (data entry and spreadsheet management)
  • Proficiency with Microsoft Office (Outlook, Word, Excel)
  • Proven ability to handle confidential and sensitive information
  • Comfortable with frequent phone work and direct client interaction
  • Excellent attention to detail and strong organizational skills

Preferred Experience:

  • Background in a tax, accounting, or law firm environment
  • Familiarity with tax software, e-filing platforms, or document management systems
Apply
Vacancy posted 2 days ago
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