Administrative Assistant - Tax

Current • Aventura, FL

1d

About The Position

The Administrative Assistant – Tax supports the Tax team by coordinating administrative activities, scheduling, and workflow logistics to help ensure organized, timely, and professional delivery of tax services. The role maintains key trackers and client administrative files, supports document collection and communications, and helps keep deadlines and engagement logistics on track across multiple clients and seasonal cycles.

The position also supports tax-season status reporting and administrative data tracking, including extensions, organizer and document-request status, preparation and review progress, filing dates, e-file authorization and signature status, client contact lists, and open administrative items.

Requirements

• Strong proficiency in Microsoft Outlook, Word, Excel, and Teams.
• Comfort working with shared drives and document management standards.
• Excellent written and verbal communication skills and the ability to coordinate professionally with clients and internal teams.
• High attention to detail, organization, and time management.
• Ability to manage multiple deadlines, especially during peak season.
• Ability to handle confidential information with discretion and professionalism.
• Strong follow-up habits.
• Willingness to learn firm tax processes, terminology, and seasonal cadence.

Responsibilities

• Coordinate scheduling and logistics for tax workflows, including client appointments, internal review meetings, calendar invitations, and communications for assigned tax teams.
• Support tax engagement administration by maintaining client contact lists, assisting with organizer and document-request tracking, and providing status updates to engagement leadership.
• Prepare, assemble, and format client-facing materials, including engagement and administrative letters, organizer packets, e-file authorization forms, and mailing packages, under the direction of tax leadership.
• Organize electronic folders, maintain naming conventions, upload and download client documents, and ensure version control for administrative materials.
• Assist with time and expense administration by collecting inputs, tracking deadlines, and routing items for approval according to firm guidelines.
• Provide front-line administrative support to the Tax team, including travel coordination as needed, supply requests, meeting support, and general team assistance.
• Support firm and department initiatives through training logistics, meeting notes and action items as requested, and ad hoc administrative projects.
• Maintain tax-season milestone trackers for extensions, organizer status, preparation and review status, and filing dates.
• Support organizer and document-request trackers, including received, pending, and follow-up status, and basic aging views.
• Track e-file authorizations and signatures, including sent, received, and follow-up status.
• Maintain client contact lists and distribution groups for engagement communications.
• Prepare administrative status reporting for open items, including scheduled appointments, documents received, and outstanding requests.

Benefits

• Health insurance, with options for fully paid employee-only coverage.
• Dental insurance, with options for fully paid employee-only coverage.
• Vision insurance.
• Company-paid life insurance.
• Company-paid long-term and short-term disability insurance.
• Ancillary benefits, including supplemental life insurance, critical illness, and accident insurance.
• Classic Safe Harbor 401(k) plan with employer contributions.
• Professional growth, learning, and development opportunities, including access to Becker and LinkedIn Learning.

What This Job Offers

• Job Type: Full-time
• Education Level: No Education Listed