Administrative Assistant - Assurance and Advisory Department

BeachFleischman • Phoenix, AZ

9d

About The Position

Position Summary: The Accounting and Assurance (A&A) Department Assistant provides administrative support to multiple A&A principals and senior managers. This position plays a critical role in coordinating workflows, managing client-facing documents, and supporting the operational needs of the A&A department. Essential Duties and Responsibilities: Document and Financial Statement Management Proofread, format, and edit financial statements to ensure accuracy. Copy and bind financial statements, proposals, and audit presentations. Client Correspondence Prepare and distribute various client-related documents, including engagement letters, welcome letters, management letters, and representation letters. Scheduling and Tracking Monitor A&A engagements in scheduling software to ensure timely progress and completion. Administrative Support Provide administrative support to assigned principals and senior managers, including: Billing assistance. Travel arrangements. Document management, including copying, scanning, and filing. Coordinating daily mailings, FedEx, and courier deliveries. Organize meetings, order lunches, and support internal communications. Prepare daily deposits and assist with building facilities as needed. Systems Coordination Serve as the primary point of contact for: Confirmations (BankVod). File finalizations, tracking, and rollovers. AuditDashboard, including uploads, downloads, and rollovers. Team Collaboration Assist with e-filing tax returns. Answer calls on a multi-line phone system and meet and greet clients upon arrival. Generate reports and other requested documents. Provide backup support to administrative colleagues as needed. Other Responsibilities Perform additional duties as assigned to meet department and firm needs.

Requirements

• High attention to detail and strong organizational skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).
• Excellent written and verbal communication skills.
• Ability to manage multiple tasks and prioritize effectively in a fast-paced environment.
• Minimum of three years administrative experience.
• High School Diploma or GED required.

Nice To Haves

• Professional services experience preferred.

Responsibilities

• Proofread, format, and edit financial statements to ensure accuracy.
• Copy and bind financial statements, proposals, and audit presentations.
• Prepare and distribute various client-related documents, including engagement letters, welcome letters, management letters, and representation letters.
• Monitor A&A engagements in scheduling software to ensure timely progress and completion.
• Billing assistance.
• Travel arrangements.
• Document management, including copying, scanning, and filing.
• Coordinating daily mailings, FedEx, and courier deliveries.
• Organize meetings, order lunches, and support internal communications.
• Prepare daily deposits and assist with building facilities as needed.
• Serve as the primary point of contact for Confirmations (BankVod).
• File finalizations, tracking, and rollovers.
• AuditDashboard, including uploads, downloads, and rollovers.
• Assist with e-filing tax returns.
• Answer calls on a multi-line phone system and meet and greet clients upon arrival.
• Generate reports and other requested documents.
• Provide backup support to administrative colleagues as needed.
• Perform additional duties as assigned to meet department and firm needs.

What This Job Offers

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