Administration Assistant

Job Description Job Description Who We Are: At Judy Gilmer Tax Services, we don’t just crunch numbers—we build relationships. Smooth processes and airtight systems are the engine of our success, but our people are the heart of it. We pride ourselves on cultivating a positive, inclusive, and engaging office culture where local and remote employees thrive, and clients feel genuinely supported.

Why This Role is Different: We aren’t looking for a passive paper-pusher. We are seeking an autonomous, solution-minded coordinator who views challenges as opportunities. If you are a fast learner with a go-getter attitude, natural flexibility, and a desire to help a business grow efficiently, you will find a voice and a home here.

The Impact You’ll Make
As our Administrative Assistant, you will be the ultimate air traffic controller for our operations. You will ensure support activities are carried out flawlessly, maintaining the delicate balance between day-to-day routines and the unexpected.
Key Responsibilities:
The Client Experience: Be the friendly face and voice of our firm. Answer calls/emails, direct them appropriately, and support clients in preparing for appointments or navigating our secure online portals.
Workflow & Document Mastery: Manage the flow of client documentation and correspondence. Oversee strict procedures for the retention, protection, retrieval, and disposal of highly confidential records.
Operational Support: Maintain office systems, update contact databases, schedule appointments, and coordinate team meetings/events. Scan and upload documents to appropriate file servers.
Logistics & Maintenance: Keep our office equipment running uninterrupted. Identify supply needs, make bank deposits, and handle postal deliveries.
Culture & Collaboration: Actively foster an inclusive, collaborative, and upbeat office culture. Provide occasional coverage for teammates on vacation/sick leave, and tackle special projects with enthusiasm.

Who You Are (Qualifications & Skills)
You are highly organized, detail-oriented to a fault, and possess a "solution-first" mindset. You respect established hierarchy structures and team dynamics, yet you dont need to be micromanaged to get things done.
A Tech-Savvy Learner: You have high computer literacy and feel completely comfortable diving into a variety of new software applications and platforms.
An Exceptional Communicator: You can edit and proofread reports with a keen eye, and you maintain crystal-clear lines of communication with management.
Adaptable & Resilient: You can multitask under pressure and are willing to work additional hours—including weekends—during our peak busy seasons (typically March–April and September–October).
Trustworthy: You have a proven track record of handling sensitive, confidential financial material with the utmost discretion.

Education & Experience Requirements
The Must-Haves:
High School Diploma.
2–3 years of experience in a professional office setting.
Proficiency with Windows, Microsoft Office, and Google Suite.
Must demonstrate eligibility to work in the United States.
Compliance Check: Candidates must be fully compliant with their own federal, state, and local tax filing requirements (proof of compliance is a condition of hire).
The Awesome-to-Haves (Preferences):
Previous experience working specifically within a tax or accounting office.
At least 1 year of accounting knowledge.
Completion of college-level writing classes.
What We Offer
A stable, 25–40 hour work week in a professional, modern office environment.
The chance to work with a vibrant, supportive team that values your input and creativity.
An engaging workplace culture that believes professional excellence and a positive environment go hand-in-hand.

Judy Gilmer Tax Services is an equal opportunity employer. We provide employment opportunities to all individuals regardless of race, color, religion, age, sex, sexual orientation, gender identity or expression, national origin, protected veteran status, disability status, or any other status protected by law.
Company Description Judy Gilmer Tax Services is a small, woman-owned business with over 25 years of experience. We focus on serving individuals and small businesses, with a special expertise for military taxpayers. We offer opportunities for personal and professional growth and encourage proactive tax-education development. Our team is ready to teach you as much as you’re willing to learn. Company Description Judy Gilmer Tax Services is a small, woman-owned business with over 25 years of experience. We focus on serving individuals and small businesses, with a special expertise for military taxpayers. We offer opportunities for personal and professional growth and encourage proactive tax-education development. Our team is ready to teach you as much as you’re willing to learn.