Tax Administrative Assistant

Office Administrative Assistant

We are looking for an Office Administrative Assistant with over 2 years of experience for our Walnut Creek, CA office, particularly one who understands the importance of professionalism, technical excellence, and commitment to the highest standards. When you work with us, you will have the opportunity to make an impact.

We offer state of the art equipment and firm events that help our staff foster personal connections with all their coworkers and promote collaboration in the workplace. We firmly believe that the success of our firm is directly dependent on the success of our people, which is why we strive to cultivate an engaging environment that exemplifies our firm values. We have even been named Accounting Today's "Top 100 Best Accounting Firms to Work for" for multiple years and was also ranked 9th in the entire nation by Accounting Today's "Best Firm for Women to Work For" for 2022!

Please Note: These responsibilities are part of a shared departmental workflow, and duties may shift or evolve based on team needs, workload distribution, and firm priorities.

This position is temporary until April 15th, with the opportunity to convert to full-time based on performance.

Work Environment :

• 3-4 days per week in our Walnut Creek office
• Dynamic with frequent collaboration with team members and stakeholders
• Requires a high degree of urgency in completing tasks and assignments
• Embraces and encourages ongoing change and improvement

Position Responsibilities :

• Prepare, manage, and distribute client documents and communications, ensuring personalization, accurate tracking, and proper recordkeeping; maintain and update client databases.
• Support client onboarding by collecting and reviewing documentation, setting up records in firm systems, and completing necessary approvals.
• Prepare and review tax and audit/assurance assemblies; administer client e-file submissions, monitor status, and maintain related records.
• Coordinate outsourcing by sending client documents to external teams and tracking progress and completed work.
• Assist with billing tasks and provide general operational support, including overflow work, special projects, and administrative tasks to ensure smooth firm operations.
• Train new team members in administrative processes, as needed.

Requirements

• 2+ years of administrative experience in a professional services or accounting firm preferred
• Experience with professional services or firm management software is a plus; candidates should be able to quickly adapt to new tools and systems
• Advanced Microsoft Excel skills, including formulas, pivot tables, and data analysis as well as strong proficiency in Word and DocuSign
• Familiarity with time entry systems, billing platforms, and client portals
• Excellent organizational and multitasking abilities, strong communication skills, with keen attention to detail
• Ability to manage multiple priorities and deadlines with accuracy and professionalism