Administrative Assistant

Summary/Objective:The Administrative Assistant provides essential support to ensure the smooth and efficient operation of daily business activities across the firm. This role is responsible for managing a wide range of administrative and operational tasks, including scheduling, correspondence, document preparation, workflow coordination, data entry, records management, and client support. The Administrative Assistant serves as a reliable point of contact for internal staff, clients, vendors, and visitors, while supporting leadership and team members with special projects and day-to-day operational needs.This position plays a key role in maintaining office organization, supporting administrative workflows, and delivering a positive client and team experience. The ideal candidate is detail-oriented, proactive, highly organized, and able to manage multiple priorities in a fast-paced, team-oriented environment while maintaining professionalism and excellent customer service.ESSENTIAL FUNCTIONS:Front Desk & Client InteractionOperate a multi-line telephone system, answer incoming calls, and retrieve voicemail messagesField calls and office visits from clients, business associates, vendors, and community associatesGreet clients, staff, and visitors in a professional and welcoming mannerSchedule and confirm client appointmentsSet up new client files and pull/prepare files for project setup and scheduled appointmentsConduct client follow-up communication, including follow-up on unsigned documents such as proposals and e-file formsUphold professional standards at the front desk and throughout the office, ensuring all interactions reflect positively on the FirmServe as liaison between Partners, Staff, and Clients and respond promptly to requestsAdministrative & Office OperationsProcess incoming and outgoing mail, faxes, and other documentsCreate memos, correspondence, reports, and other administrative documents as neededMaintain document retention procedures, including scanning, filing, and paperless archivingOrder, receive, and maintain office suppliesMaintain cleanliness and organization of the Front Lobby, Conference Room, Break Room, and other communal areasMaintain Conference Room scheduling and coordinate necessary supplies, snacks, dcor, and related itemsEnsure operation of office equipment (printers/copiers, fax machines, coffee machines, popcorn machines, etc.) by coordinating preventive maintenance and repairsRun Firm errands as needed, including lunch pickup and other office-related tasksUtilize Firm software programs effectively and learn new software as neededAssist with various administrative projects and operational tasks as assignedClient Deliverables & Tax/Accounting SupportProcess client payments and follow up on failed or pending paymentsMonitor Partner, Director, and Manager calendars dailyAssist the Tax & Accounting Department with assembly and presentation of client deliverables, including:-Uploading and processing tax returns-Performing quality control reviews prior to client delivery-Preparing and sending client deliverable emails and mailingsPrepare Power of Attorney forms and obtain required client and Partner/Director/Manager signaturesAssist with tax project management and project trackingSupport tax department tasks, accounting department tasks, billing, monitoring time entry, Firm events, and other administrative functions as neededProvide direct administrative support to Partners, Directors, Managers, and Firm staffProfessional ExpectationsDemonstrate effective time management and prioritization skills to ensure deadlines and responsibilities are metProactively manage workload, balance competing priorities, and utilize downtime productivelyPerform all other duties as assignedPosition Requirements:Bachelor's degree required2+ years of experience in an administrative or office support role preferredProficiency with Microsoft Office applicationsExcellent written, verbal, and interpersonal communication skills with the ability to professionally represent the Firm through phone, email, and in-person interactionsStrong organizational, time management, and multitasking skills with the ability to meet deadlines and manage competing prioritiesProfessional, positive, and client-service-oriented demeanor with a commitment to creating a welcoming experience for clients, visitors, and staff Strong interpersonal skills with the ability to communicate effectively with diverse personalities and remain calm, courteous, and solution-oriented in fast-paced situationsStrong attention to detail, problem-solving, and analytical skillsAbility to maintain professionalism, confidentiality, and discretion when handling sensitive informationMotivated, adaptable, dependable, and punctual with a strong work ethic and willingness to learn and take on new challengesSKILLS AND ABILITIES:Efficient and adaptable to changeAbility to shift responsibilities and tasks as neededComfortable with a high velocity of client correspondenceAbility to multi-taskMust maintain complex schedules and balance high priority deadlinesMust be resourceful, a good problem solver, and very organizedAlways maintains a professional appearanceStrong verbal and written communication skills with the ability to interact professionally and courteously with clients, visitors, vendors, and team membersProfessional, positive, and welcoming demeanor with a strong commitment to providing exceptional client service and creating a friendly office environmentCOMPENSTATION: This position offers a competitive hourly rate of $25.00 per hour, along with a comprehensive benefits package that includes three weeks of PTO annually, paid holidays, medical insurance, company 401(k) matching, engaging firm-sponsored events, and employee appreciation celebrations such as Christmas in July.Physical Demands:The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to talk or hear.The employee frequently is required to sit, stand, walk, use hands and fingers, handle or feel, reach with hands and arms. This position requires the ability to occasionally lift office products and supplies, up to 20 pounds.EEOC & CIVIL Rights Department StatementWe are an equal employment opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, ancestry, national origin, religion, creed, age, sex, gender, sexual orientation, gender identity, gender expression, marital status, genetic information, disability status, protected military or veteran status or any other characteristic protected by law.