Office Manager Executive Assistant

Job Description

Job Description

About Mazzola & Company

Mazzola & Company is a full-service accounting firm serving the Greater Philadelphia area. We proudly provide bookkeeping, accounting, tax preparation, tax planning, and business consulting services to small businesses, partnerships, nonprofits, and individuals.

We are a collaborative, business-casual office that values professionalism, accountability, and exceptional client service. While tax season is fast-paced and demanding, we foster a supportive team environment where employees are encouraged to learn, grow, and make a meaningful impact.

We are seeking a highly organized Office Manager / Executive Assistant to join our team at our Olde Kensington office. This is a full-time, on-site position requiring attendance in the office five days per week. This role is ideal for someone who thrives in a fast-paced environment, enjoys managing multiple priorities, and takes pride in keeping an office running efficiently. The ideal candidate will have strong administrative experience, excellent communication skills, and a basic understanding of accounting processes.

Responsibilities

• Provide administrative support to the partners and staff, including filing, scanning, copying, document preparation, proofreading, and general office administration.
• Serve as the primary point of contact by answering and directing phone calls and managing incoming emails.
• Coordinate calendars, schedule meetings, and prepare meeting materials.
• Assist in managing day-to-day office operations and improving internal processes.
• Maintain the firm's tax return routing system and electronic filing procedures.
• Manage client communications and follow up on outstanding documentation.
• Gather and organize client financial documents, including monthly bank and credit card statements.
• Coordinate engagement letters, invoices, and document collection.
• Assist with social media management and marketing initiatives.
• Maintain organized digital client files and ensure documentation is complete.
• Support special projects and firm initiatives as assigned.
• Work both independently and collaboratively to ensure deadlines are met.

Qualifications

• 5+ years of administrative or office management experience required.
• Previous experience in a public accounting, CPA, legal, or other professional services firm is strongly preferred.
• Excellent written and verbal communication skills.
• Strong organizational and time management skills with the ability to prioritize multiple deadlines.
• Exceptional attention to detail and follow-through.
• Ability to work independently while contributing to a collaborative team environment.
• Professional, resourceful, and adaptable in a fast-paced office.
• Ability to remain calm and organized under pressure, particularly during busy season.
• Basic understanding of accounting principles and office accounting procedures.
• Experience with QuickBooks Online is a plus.
• Proficiency with Microsoft Office (Outlook, Word, Excel) and the ability to quickly learn new software.

Work Environment

• Full-time, in-office position located in Olde Kensington, Philadelphia.
• Business casual office environment.
• Fast-paced and deadline-driven, especially during tax season.
• Opportunity to learn new skills and grow within a small, collaborative team.

Busy Season Requirements

Our busiest time of year is January through April . During busy season, flexibility to work additional hours is required, with an average workload of up to 50 hours per week .

Tax and accounting practice.

Company Description

Tax and accounting practice.