Administrative Assistant

BDO USA, P.C. • Jacksonville, FL

6d • $24 - $39 • Hybrid

About The Position

The Administrative Assistant (AA) provides in-office administrative support to an assigned office and may also support a geographical market, Geo, national team, or related offices. The role uses a variety of administrative systems and follows firm policies and procedures while supporting management members, service teams, offices, and national teams as needed. Duties may also include facility support, 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 standardized administrative processes, meetings and conferences, invoices, employee onboarding and offboarding, expense reporting, client setup and records, document production, and seasonal or as-needed tax support. Other duties may be assigned as required.

Requirements

• High school diploma, GED, or equivalent.
• Three or more years of administrative experience.
• Advanced proficiency in the Microsoft Office Suite.
• Ability to work in a deadline-driven environment and manage multiple projects or tasks with attention to detail.
• Advanced or expert computer skills, including Word, Excel, Outlook, and PowerPoint.
• 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, independent judgment, finesse, and diplomacy.
• Consistently seeks to improve processes.
• Excellent organizational skills and attention to detail to support efficient multitasking.
• Ability to manage highly confidential information.
• Ability to work well with all levels of management and external clients.
• Team-oriented and willing to help as needed.

Nice To Haves

• Bachelor’s degree.
• Experience at a professional services firm.
• Experience with the firm’s ERP system.
• Experience with the PeopleSoft database.

Responsibilities

• Support various departments by processing assigned tasks through firm systems, tools, and software.
• Provide support for assigned centralized administrative support tickets and other administrative support teams or offices.
• Support national, Geo, or market teams, including e-filing support for the national tax administration team.
• Provide administrative support for larger in-office and market-wide meetings and conferences, including scheduling with Principals and Firm leaders, managing calendar invitations, reserving meeting rooms, and arranging catering and setup.
• Assist the Office Administrator with obtaining vendor invoice coding and approvals and accurately processing client invoices using information provided by management; this may include firm or office memberships and licenses.
• 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 ad hoc 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.

Benefits

• BDO describes a comprehensive compensation and Total Rewards benefits offering; benefits may be subject to eligibility requirements.
• Employee Stock Ownership Plan (ESOP), providing participants a beneficial ownership stake in the firm and an opportunity to share in its success.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED