We are looking for a responsible Administrative Assistant to perform a variety of administrative and clerical tasks for our small CPA firm. Duties of the Administrative Assistant include providing support to our managers and employees, assisting in daily office needs, and managing our company’s general administrative activities. Administrative Assistant responsibilities include making travel and meeting arrangements, preparing reports, and maintaining appropriate 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, MS Access, Quickbooks, and office equipment. If you have previous experience as a Secretary or Executive administrative assistant and familiarity within our industry, we’d like to meet you. Ultimately, a successful Administrative Assistant should ensure the efficient and smooth day-to-day operation of our office.
Responsibilities
Answer and direct phone calls
Organize and schedule appointments
Plan meetings and take detailed minutes
Write and distribute email, correspondence memos, letters, faxes, and forms
Assist in the preparation of regularly scheduled reports
Develop and maintain a filing system
Update and maintain office policies and procedures
Maintain contact lists
Book travel arrangements
Provide general support to visitors
Act as the point of contact for internal and external clients
Skills
Proven experience as an administrative assistant or office admin assistant
Working knowledge of office equipment, like printers and fax machines
Proficiency in MS Office (MS Excel, MS Word, MS Access and MS PowerPoint, in particular) Also proficient in QuickBooks
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
Addition comments
Office duties will include filing, answering the phone, invoicing, document creation, manage databases. Produce accurate office files, update spreadsheets, and craft presentations. Ability to learn new software as needed.
Manage a schedule for one executive and over one thousand clients
Multi-task by balancing multiple persons (in persona and by phone) with urgent tasks
Greeting visitors, determine nature and purpose of visit and triage needs in order of urgency
Maintain office supplies inventory by checking stock, performed small projects
Maintain confidentiality of clients by ensuring all files in desk and computer were secure, prepared clients documents for executive, finalized tax documents for clients, ensure signatures were in the correct places according to with federal policy, and all paperwork was filed in office according to policy.
Professionalism in all client situations
During tax season there may be a few Saturdays in March and April to work. There may
be some overtime during the week during March and April.
Please note if your day includes sitting on your cell phone texting, do not apply.
Compensation based on experience. When applying please state salary requirements.
