Administrative Assistant

Insero Talent Solutions is excited to be recruiting for an Administrative Assistant for a CPA firm that consistently ranks among the Best Places to Work. This position reports directly to the Partners.

Position Summary: The Administrative Assistant provides comprehensive administrative and operational support to ensure the efficient functioning of the office. This role involves assisting with financial document preparation, client interactions, office coordination, and general administrative duties in a professional services environment.

Key Responsibilities:

· Proofread financial statements and assist in the preparation of preliminary financial documents

· Prepare final financial statements in both digital (PDF) and printed formats

· Scan and validate documentation for personal tax return processing

· Manage client tax return intake, ensuring completeness and accuracy of submitted materials

· Prepare bi-weekly billing invoices for partners

· Answer incoming calls and provide professional front desk support to clients and visitors

· Set up and maintain new client records across multiple internal databases

· Assist with maintenance and updates in scheduling and project tracking software (Workstream)

· Process and distribute incoming mail

· Prepare and manage daily bank deposits

· Process client credit card payments using online payment systems

· Support the maintenance and tracking of electronically filed (e-filed) tax returns

· Order and manage office and kitchen supplies to ensure adequate inventory levels

· Ensure printers are stocked with paper at the start of each day and throughout the day as needed

· Perform scanning, copying, and binding of financial statements and other documents as required

· Perform limited payroll-related administrative tasks

· Coordinate and manage staff calendars, meetings, and appointments

· Organize and coordinate staff lunches during busy season, including Saturday schedules

· Plan and facilitate staff birthday celebrations and other office events

Qualifications:

· High school diploma or equivalent required; Associate’s or Bachelor’s degree preferred.

· Prior administrative experience, preferably in an accounting or professional services environment

· Strong organizational skills with the ability to manage multiple tasks and deadlines

· Excellent attention to detail, particularly in document proofing and data validation

· Proficient in Microsoft Office Suite and general office software; experience with project tracking tools is a plus

· Strong communication and interpersonal skills

· Ability to handle confidential information with discretion

Work Environment: This position operates in a professional office setting and requires regular interaction with clients, staff, and management.