Administrative Assistant

Administrative Assistant

The Administrative Assistant in the Specialty Services department will assist in ensuring smooth departmental workflow through client onboarding, document processing, and internal coordination.

What You'll Do:

• Provide administrative support to ensure efficient operation of the department.
• Responsible for onboarding new clients and inputting new clients and projects into operating systems.
• Check the mail system periodically throughout the day for new assessments notices, tax bills, return forms, and other property tax correspondence that will be processed into the property tax system.
• Prepare and email letters of authorization to clients. Process signed letters into property tax software.
• Collect and process assessment notices, tax bills, and other correspondence from clients.
• Request property record cards and appeal deadlines from county and/or state assessment departments.
• Issue checks for filing fees, record cards and other related expenses.
• Use computer word processing, spreadsheets and the property tax software to produce and distribute correspondence memos, letters, reports, forms and other documents.
• Preparing and tracking client engagement letters, proofreading, and editing client letters, performing mail merges, ensuring formatting is by firm standards,
• Create presentations in PowerPoint for various projects and internal purposes.
• Travel arrangements (booking flights, rental cars, hotels; providing a detailed itinerary with directions to each destination; confirming client/prospect meetings and hearings along with location and times; organizing receipts, processing and invoicing expenses to the client).
• Maintain partner calendars (proactively assisting in meeting preparation both internally and externally, assisting in keeping on schedule).
• Order catering and schedule team events.
• Attend quarterly administrative department meetings (discuss upcoming projects, creating procedures, examining procedural issues).
• Assist with accounts receivable issues and prepare/compile supporting documentation.
• Organize and facilitate weekly or monthly meetings within the department.
• Proactive in identifying opportunities to support the department.

About You:

• Associate of Arts degree and two years of administrative experience.
• Past experience supporting multiple department heads is preferred.
• Proficient in Microsoft applications including Word, Excel, Outlook and PowerPoint; knowledge of operation of standard office equipment.
• Integrity and the ability to maintain a high level of confidentiality.
• Ability to proactively anticipate needs.
• Strong self-starter who is comfortable working both independently and as a member of a team.
• Ability to prioritize and work effectively with a high volume of workload and meet deadlines.
• Communication skills - clear, concise writing and verbal skills.
• Organization skills; attention to detail and accuracy; flexibility; strong analytical skills.
• Excel at working autonomously and juggling multiple priorities.
• Strong customer service orientation and professional appearance.
• Must be able to interact and communicate with individuals at all levels in the firm and a variety of personalities in a professional manner.

Why Join Us:

• Flexible Work Environment: This opportunity is hybrid. This flexibility allows you to balance your work and personal life while contributing to an exciting vision and team.
• Dynamic and Innovative Work: An opportunity to play a critical role within a rapidly growing firm with a supportive and collaborative culture.
• Growth Opportunities: A dynamic and supportive environment where your contributions will directly impact the firm's growth and success and share in the rewards.
• Collaborative Culture: A team-oriented culture that values innovation, entrepreneurial spirit, and growth mindset.
• Competitive Compensation: A comprehensive salary and benefits package, including performance-based incentives and growth opportunities.

MarksNelson, a Springline company, is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.