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 Interaction

Operate a multi-line telephone system, answer incoming calls, and retrieve voicemail messages

Field calls and office visits from clients, business associates, vendors, and community associates

Greet clients, staff, and visitors in a professional and welcoming manner

Schedule and confirm client appointments

Set up new client files and pull/prepare files for project setup and scheduled appointments

Conduct client follow-up communication, including follow-up on unsigned documents such as proposals and e-file forms

Uphold professional standards at the front desk and throughout the office, ensuring all interactions reflect positively on the Firm

Serve as liaison between Partners, Staff, and Clients and respond promptly to requests

Administrative & Office Operations

Process incoming and outgoing mail, faxes, and other documents

Create memos, correspondence, reports, and other administrative documents as needed

Maintain document retention procedures, including scanning, filing, and paperless archiving

Order, receive, and maintain office supplies

Maintain cleanliness and organization of the Front Lobby, Conference Room, Break Room, and other communal areas

Maintain Conference Room scheduling and coordinate necessary supplies, snacks, dcor, and related items

Ensure operation of office equipment (printers/copiers, fax machines, coffee machines, popcorn machines, etc.) by coordinating preventive maintenance and repairs

Run Firm errands as needed, including lunch pickup and other office-related tasks

Utilize Firm software programs effectively and learn new software as needed

Assist with various administrative projects and operational tasks as assigned

Client Deliverables & Tax/Accounting Support

Process client payments and follow up on failed or pending payments

Monitor Partner, Director, and Manager calendars daily

Assist 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 mailings

Prepare Power of Attorney forms and obtain required client and Partner/Director/Manager signatures

Assist with tax project management and project tracking

Support tax department tasks, accounting department tasks, billing, monitoring time entry, Firm events, and other administrative functions as needed

Provide direct administrative support to Partners, Directors, Managers, and Firm staff

Professional Expectations

Demonstrate effective time management and prioritization skills to ensure deadlines and responsibilities are met

Proactively manage workload, balance competing priorities, and utilize downtime productively

Perform all other duties as assigned

Position Requirements:

Bachelors degree required

2+ years of experience in an administrative or office support role preferred

Proficiency with Microsoft Office applications

Excellent written, verbal, and interpersonal communication skills with the ability to professionally represent the Firm through phone, email, and in-person interactions

Strong organizational, time management, and multitasking skills with the ability to meet deadlines and manage competing priorities

Professional, 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 situations

Strong attention to detail, problem-solving, and analytical skills

Ability to maintain professionalism, confidentiality, and discretion when handling sensitive information

Motivated, adaptable, dependable, and punctual with a strong work ethic and willingness to learn and take on new challenges

SKILLS AND ABILITIES:

• Efficient and adaptable to change
• Ability to shift responsibilities and tasks as needed
• Comfortable with a high velocity of client correspondence
• Ability to multi-task
• Must maintain complex schedules and balance high priority deadlines
• Must be resourceful, a good problem solver, and very organized
• Always maintains a professional appearance
• Strong verbal and written communication skills with the ability to interact professionally and courteously with clients, visitors, vendors, and team members
• Professional, positive, and welcoming demeanor with a strong commitment to providing exceptional client service and creating a friendly office environment

COMPENSTATION:

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 Statement :

• We 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.