Office Administrative Assistant

• Answer incoming telephone calls and route them to the appropriate staff members
• Open, sort, and distribute incoming correspondence, including faxes and mail
• Schedule and manage client appointments for Partners
• Facilitate the intake of client tax work papers and route them to the detail oriented staff efficiently
• Assemble and prepare outgoing work products, such as client tax returns
• Communicate with clients for pick-up of tax returns and other prepared documents
• File and retrieve client files as requested by detail oriented staff
• Organize and manage both hard copy and scanned versions of client files
• Assist with billing processes, including mailing invoices and statements
• Maintain inventory of office supplies and place orders as needed
• Coordinate with vendors for office machinery and building equipment service and maintenance
• Ensure a clean and orderly office environment, including responsibilities such as running the dishwasher and watering office plants as required
• Create and update forms using MS Word, MS Excel, or PDF tools to improve office systems and processes
• Run company errands as directed by the Firm Administrator (requires a valid driver's license, insurance, and reliable vehicle)
• Proactively coordinate and support individual client needs by administering and managing services
• Act as a communication facilitator between staff and clients, ensuring proper follow-through on tasks
• Be available for overtime during seasonally busy periods to support increased workloads

• Proficiency in MS Office Suite (Word, Excel) and Adobe Acrobat
• Familiarity with Adobe Premiere Pro and document control processes is a plus
• Strong organizational and multitasking skills with excellent attention to detail
• Ability to handle confidential information with discretion
• Outstanding communication and interpersonal skills, with a customer service-oriented mindset
• Must hold a valid driver’s license, proof of insurance, and access to a reliable vehicle for errands
• Ability to work independently, take initiative, and manage time effectively

Familiarity with Adobe Premiere Pro and document control processes

• medical, vision, dental, and life and disability insurance
• eligible to enroll in our company 401(k) plan