Administrative Assistant

Administrative Assistant - Tax Services Join a stable, professional tax team where your organization, accuracy, and client-service skills truly make an impact. We're looking for a dependable Administrative Assistant to keep our tax operations running smoothly, especially during busy season. In this role, you'll be a key support partner to multiple accountants and a go-to resource for clients as they navigate our process. Position Overview You'll help move tax returns from preparation to successful e-filing, keep digital records and documents in top shape, manage busy calendars, and ensure clients get timely, clear communication. This position is ideal for someone who enjoys working behind the scenes to keep everything coordinated and on schedule. Responsibilities Assist with the electronic submission of federal and state tax filings Act as a primary point of contact for clients by: Handling incoming calls and routine questions Guiding clients through use of our secure online portal Following up on missing information, signatures, and e-file authorizations Download, track, and maintain organized records of e-file authorization forms and related documentation Make outbound calls and send follow-up messages to obtain required client documents Scan, upload, and categorize tax-related documents, including post-season archiving Maintain clear, accurate, and easy-to-navigate digital filing systems Coordinate and schedule client calls, virtual meetings, and appointments for a team of accountants Provide general office coordination support, including managing office calendars and arranging team lunches when needed Deliver reliable administrative support during peak tax deadlines and consistent support throughout the year Participate in off-season training to develop skills in more advanced tax administrative processes Qualifications High school diploma or equivalent required (additional education is a plus) 2-5 years of administrative experience in a professional setting handling confidential information At least 2 years of experience using Excel for data entry, tracking, and basic spreadsheet management Strong proficiency in Microsoft Office, particularly Outlook, Word, and Excel Proven ability to work with sensitive and confidential information discreetly Comfortable with frequent phone work and direct client interaction Strong attention to detail, accuracy, and organizational skills Ability to manage multiple priorities and deadlines in a fast-paced, deadline-driven environment Ideal Background Experience in a tax, accounting, legal, or similar professional services environment Familiarity with tax software, e-filing systems, or digital document management tools Compensation & Benefits Competitive total compensation package Employer-sponsored medical, dental, and vision insurance 401(k) plan with 5% employer match #PTS Pivotal Talent Search