Administrative Assistant

Administrative Assistant V

As an Administrative Assistant V, you will provide essential administrative support to facilitate the smooth operation of the organization. You will perform a variety of tasks, including managing correspondence, scheduling appointments, organizing meetings, and handling administrative requests. Your strong organizational skills, attention to detail, and ability to multitask will contribute to the efficiency and effectiveness of the team and the overall success of the organization.

Administrative Support

• Manage and prioritize incoming communications, including emails, phone calls, and mail
• Draft and edit correspondence, memos, reports, and other documents
• Maintain accurate records and databases, ensuring data integrity and confidentiality
• Coordinate travel arrangements, including booking flights, accommodations, and transportation
• Assist with expense tracking and reimbursement processes
• Billing/invoicing, A/R support, Maconomy reporting

Calendar Management and Scheduling

• Maintain and update calendars, scheduling and coordinating appointments, meetings, and conferences
• Send meeting invitations, prepare meeting agendas, and ensure timely distribution of relevant material
• Coordinate and schedule conference calls, video conferences, and other virtual meetings

Meeting and Event Coordination

• Arrange logistics for meetings, conferences, and events, including venue selection, catering, and audiovisual setup
• Prepare and distribute meeting minutes and follow-up action items
• Track and manage RSVPs, ensuring appropriate attendance and participation

Office Support

• Serve as a point of contact for internal staff and external stakeholders, providing exceptional customer service
• Coordinate office supplies and equipment, ensuring availability and functionality
• Support special projects and initiatives as assigned
• Occasional reception area coverage
• Special project responsibilities for specific office or entire region (i.e. e-filing, CPE tracking, bulk engagement letters)
• Training new administrative staff

Production Responsibilities

• Audit support
• Formatting financial statements and proposals

Supervisory Responsibilities

• None

Work Environment

• Work is conducted in a professional office environment with minimal distractions

Physical Demands

• Prolonged periods of sitting at a desk and performing work in front of a computer screen for long periods of time
• Must be able to lift up to 25 pounds at a time

Travel Required

• No

Required Education and Experience

• High School Diploma (or GED or High School Equivalence Certificate)
• 10+ years of relevant experience
• Proficient in using office software and tools, including MS Office Suite (Word, Excel, Outlook, PowerPoint)

Preferred Education and Experience

• Software: Engagement, CCH Prosystem FH, Axcess Tax, Axcess Document, Axcess Workstream, Maconomy, Safesend

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the colleague for this job. Duties, responsibilities and activities may change at any time with or without notice.

For job postings in our New York locations, we are required by law to include a good faith salary range for every job, promotion, and transfer opportunity. This range considers many factors, including but not limited to a candidate's knowledge, job specific skills, experience, licensure, and certifications. A reasonable estimate of the current range for this position is $32.42 to $38.46 hourly.

Who We Are

UHY is one of the nation's largest professional services firms providing audit, tax, consulting and advisory services to clients primarily in the dynamic middle market. We are trailblazers who bring our experience from working within numerous industries to our clients so that we can provide them with a 360-degree view of their businesses. Together with our clients, UHY works collaboratively to develop flexible, innovative solutions that meet our clients' business challenges. As an independent member of UHY International, we are proud to be a part of a top 20 international network of independent accounting and consulting firms.

What We Offer

Positive Work Environment

Enjoy a collaborative and supportive work environment where teamwork is valued.

Attractive Compensation Packages

Our compensation is competitive and tailored to reflect the role, qualifications, and expertise of each individual.

Comprehensive Benefit Package

Access comprehensive benefits including group health insurance, dental and vision coverage, 401(k) retirement plans, and generous paid time off (PTO) allowances.