Administrative Assistant

BDO USA•Walnut Creek, CA

3d•Hybrid

About The Position

The Administrative Assistant provides in-office administrative support to an assigned office and may also support a geographical market, geographic area, or national team. The role uses a variety of administrative systems and follows firm policies and procedures, working with management members, service teams, and offices as needed. Duties may also include facility-related, front desk, and mail room work. This is a variable hybrid role that may require up to full-time on-site support, depending on location and office needs. The position supports departments through standardized processing of assigned tasks using firm systems, tools, and software. It may provide support to centralized administrative support tickets, other administrative teams or offices, and national, geographic, or market teams, including e-filing support for the national tax administration team. Additional work includes supporting meetings and conferences, assisting with invoices and onboarding or offboarding, handling expense-reporting support, helping manage client data and billings, preparing written and presentation materials, and providing seasonal or as-needed tax support.

Requirements

High school diploma, GED, or equivalent required.
Three or more years of administrative experience required.
Advanced proficiency in Microsoft Office Suite required, including Word, Excel, Outlook, and PowerPoint.
Ability to work in a deadline-driven environment, manage multiple projects or tasks, and maintain attention to detail.
Excellent written and verbal communication skills, including strong grammar, spelling, and punctuation, to work with senior management and executive-level clients.
Superior customer service skills.
Ability to exercise independent judgment, finesse, and diplomacy.
Strong organizational skills and attention to detail to support efficient multitasking.
Ability to manage highly confidential information.
Ability to work effectively with all levels of management and external clients.
Team-oriented approach and willingness to help as needed.

Nice To Haves

Bachelor’s degree preferred.
Experience in a professional services firm preferred.
Experience with the firm’s ERP preferred.
PeopleSoft database experience recommended.
Consistently seeks to improve processes.

Responsibilities

Process assigned administrative tasks for various departments using firm systems, tools, and software.
Support centralized administrative support tickets and other administrative support teams or offices.
Support national, geographic, or market teams, including e-filing for the national tax administration team.
Provide administrative support for large in-office and market-wide meetings and conferences, including scheduling with principals and firm leaders, managing calendar invitations, reserving meeting rooms, and handling catering and setup.
Assist the Office Administrator with obtaining vendor invoice coding and approvals, and accurately process client invoices using information provided by management.
Assist with new-hire onboarding and employee offboarding as directed.
Provide expense reporting support by submitting an expense report ticket.
Collaborate with management to set up new clients and maintain and manage client data, billings, and other requests.
Produce letters, memoranda, interoffice communications, confidential presentations, reports, and other materials.
Handle related tax support services on a seasonal or as-needed basis.
Perform other duties as required; duties may include facility-related work, front desk, and mail room support.