Administrative Assistant

BDO USA, P.C. • Walnut Creek, CA

3d • $24 - $39 • Hybrid

About The Position

The Administrative Assistant provides in-office administrative support to an assigned office and may also support a geographical market, Geo, national team, or other offices. The role uses a variety of administrative systems and follows firm policies and procedures, working with management members, service teams, offices, and national teams as needed. Duties may include facility support, front desk, or mail room responsibilities. 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 by processing assigned tasks through firm systems, tools, and software, including centralized administrative support tickets and support for other administrative teams, offices, and national, Geo, or market teams. It provides administrative support for larger in-office and market-wide meetings and conferences, assists with vendor and client invoices, supports onboarding and offboarding, and helps with expense reporting. The role also assists management with client setup and client data and billing maintenance, prepares written and presentation materials, and provides tax support services seasonally or as needed.

Requirements

• High school diploma, GED, or equivalent.
• Three or more years of administrative experience.
• Advanced proficiency in Microsoft Office Suite.
• Ability to work in a deadline-driven environment, handle multiple projects or tasks, and maintain 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.
• Superior customer service skills and the ability to use independent judgment, finesse, and diplomacy.
• Excellent organizational skills and attention to detail, with the ability to multitask efficiently and effectively.
• Ability to manage highly confidential information.
• Ability to work well with all levels of management and external clients.
• Team-oriented approach and willingness to help as needed.

Nice To Haves

• Bachelor’s degree.
• Experience at a professional services firm.
• Experience with the firm’s ERP.
• Experience with a PeopleSoft database.
• Consistently seeks to improve processes.

Responsibilities

• Support various departments by processing assigned tasks using firm systems, tools, and software.
• Provide support for centralized administrative support tickets, other administrative support teams or offices, and national, Geo, or market teams, including e-filing support for the national tax administration team.
• Support larger 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 coding and approvals for vendor invoices and accurately processing 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 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

• Employee ownership through participation in the ESOP, offering a stake in the firm’s success.
• Comprehensive compensation and Total Rewards benefits offerings; benefits may be subject to eligibility requirements.

What This Job Offers

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