Receptionist/Executive Assistant

Job Description

Job Description

Poppert & Company, a CPA firm located in Lower Gwynedd, Pennsylvania, is seeking a professional and highly organized Receptionist / Executive Assistant to join our team.

This full-time, on-site position combines front-office and client-service responsibilities with direct executive support to the firm's Managing Partner. Approximately 70% of the position consists of receptionist and administrative responsibilities and 30% consists of executive assistant responsibilities.

The successful candidate will serve as an important first point of contact for our clients while helping keep the firm's administrative activities organized and supporting the Managing Partner's schedule, email, meetings, and follow-up responsibilities.

What You'll Do

·   Answer and route incoming telephone calls, greet clients and visitors, and provide professional front-office coverage.

·   Schedule client appointments, telephone calls, Zoom meetings, and other meetings for firm personnel.

·   Receive, scan, organize, and route client documents; maintain accurate electronic client files.

·   Process incoming and outgoing mail, including certified and priority correspondence, and maintain appropriate tracking.

·   Maintain office supplies and assist with routine office equipment and vendor coordination.

·   Process client credit card payments and assist with accounts receivable follow-up as assigned.

·   Enter and update administrative workflow information and assist with routine client status and missing-information follow-up.

·   Support recurring tax-season and office procedures, including tax organizers, engagement-related administrative tasks, and client communications.

·   Manage the Managing Partner's business calendar and coordinate meetings, calls, and scheduling changes.

·   Assist in managing the Managing Partner's firm email account by organizing messages, identifying priority items, routing communications, and maintaining follow-up items.

·   Draft and format routine correspondence, meeting agendas, notes, and supporting materials.

·   Maintain action-item and follow-up lists arising from meetings and delegated assignments.

·   Assist the Managing Partner with special projects, document organization, information gathering, spreadsheets, reports, and meeting preparation.

Reporting Structure:

The position reports to the Firm Administrator for receptionist and administrative duties and directly to the Managing Partner for executive assistant responsibilities.

What We're Looking For

We are looking for someone who is organized, dependable, professional, and comfortable taking responsibility for keeping administrative matters moving. Strong candidates will have excellent written and verbal communication skills, good judgment, strong attention to detail, and the ability to manage multiple priorities without losing track of outstanding items.

·   Proficiency with Microsoft Outlook, Word, and Excel.

·   Strong organizational and time-management skills.

·   Professional telephone, email, and interpersonal communication skills.

·   Ability to handle confidential client, employee, and firm information with discretion.

·   Ability to learn new software, workflow systems, document-management systems, and office technology.

·   Prior administrative, receptionist, executive assistant, or client-service experience preferred.

·   Experience in a CPA firm, law firm, financial services firm, or other professional-services environment preferred.

·   College degree preferred, but not required.

Previous accounting or tax experience is not required.

We place greater emphasis on organization, reliability, professionalism, communication skills, technology aptitude, and the ability to follow matters through to completion.

Compensation and Benefits

·   $42,000 annual salary

·   SIMPLE IRA with 3% employer match

·   Employer contribution toward health insurance

·   10 paid time-off days

·   6 paid holidays

·   Full-time Monday-Friday schedule, 9:00 a.m.-5:00 p.m.

·   On-site position at our Lower Gwynedd office

About the Position

This position is well suited for someone who enjoys being at the center of an office's day-to-day activity, interacting with clients, maintaining organization, and helping senior leadership stay on top of appointments, communications, and commitments.

Because we are a CPA firm, certain periods of the year are particularly deadline driven. The successful candidate should be comfortable working in an environment where priorities can change and timely follow-up is important.

We are seeking someone who will become a reliable part of the firm's administrative team and who takes pride in professionalism, accuracy, organization, and client service.

Company Description