Administration Assistant

Job Description

Job Description

We are looking for an energetic, responsible Administrative Assistant to perform a variety of administrative and clerical tasks. Duties of the Administrative Assistant include providing support to our partners and staff, assisting in daily office needs and managing our company’s general administrative activities. Administrative Assistant responsibilities include managing projects, preparing reports and maintaining electronic and manual filing systems. The ideal candidate should have excellent oral and written communication skills and be able to organize their work using tools, like MS Excel, MS Word and office equipment. Previous experience as a Secretary or Executive administrative assistant and familiarity with accounting firms is a plus. Ultimately, a successful Admin Assistant should ensure the efficient and smooth day-to-day operation of our office.

Responsibilities

• Answer and direct phone calls, emails and voicemails
• Learn and understand our phone system, automate if needed for holidays, after hours, etc
• Act as the point of contact for clients, prospects and vendors
• Manage work flow for personal and business tax returns and financial reporting, from beginning to end
• Electronic and manual filing of tax returns
• Assembly of financial statements
• Learn and understand our practice management software
• Control delivery of checklists, engagement letters, tax returns and financial reports via electronic and manual means
• Manage and account for project lists
• Understand deadlines and their significance
• Organize and schedule appointments with clients
• Send and receive faxes for IRS
• Prepare Power of Attorney forms
• Prepare a variety of reports as requested
• Assist with special projects when needed
• Problem solving and willingness to learn
• Understand and maintain our electronic and manual filing system
• Update and maintain office policies and procedures
• Order office supplies and research new deals and suppliers
• Maintain contact lists
• Provide general support to clients and visitors
• Work together with our close-knit team of professionals
• No drama

Skills

• Proven experience as an administrative assistant or office admin assistant
• Experience with social media and Constant Contact for light marketing projects is a plus
• Knowledge of office management systems and procedures
• Working knowledge of office equipment, like printers and fax machines
• Proficiency in MS Office (MS Excel and MS Word, in particular)
• Excellent time management skills and the ability to prioritize work
• Attention to detail and problem solving skills
• Excellent written and verbal communication skills
• Strong organizational skills with the ability to multi-task
• High School degree; additional qualification as an Administrative assistant or Secretary will be a plus