Administrative Assistant

Rödl Usa•Houston, TX

1d•Onsite

About The Position

RÖDL USA is seeking an experienced Administrative Assistant to join their international public accounting firm in their Houston office. This full-time position will provide support to senior management and staff. The ideal candidate is a positive, self-motivated, professional individual with superior organizational skills, the ability to work within deadlines, and the ability to execute multiple tasks simultaneously. They should be a team player who can also work independently and be comfortable working with financial data, software and internet technology, and other office equipment. RÖDL USA offers a truly global workplace with a diverse intercultural setting, supporting the global vision established at its worldwide headquarters in Nuremberg, Germany, and driving the Firm’s success in the international marketplace. The firm focuses on the accounting, assurance, and tax needs of foreign, family-owned midsized ("Mittelstand") businesses operating in the U.S., carrying forward from its founding firms Rödl & Partner (1977) and Langford de Kock & Co. (1976) and their merger in 2001. RÖDL prioritizes internal synergy and thorough oversight to ensure holistic client support and excellence in client service.

Requirements

High-level expertise in MS Word & Outlook and PowerPoint with a working knowledge of Excel and Adobe
Associate’s degree and/or at least 4+ years of administrative assistant experience or equivalent
Excellent oral and written communication skills including letter/memo/e-mail correspondence
Ability to understand challenges facing partners and staff members and be able to manage/reschedule priorities effectively
Demonstrated high-level client-service orientation, and ability to handle sensitive and confidential information with maximum discretion

Nice To Haves

Experience in a Public Accounting or Law Firm environment is preferred but not a requirement
Accounting Software experience is a plus (CCH Axcess, ProSystem Practice, ProSystem Tax, ProSystem Engagement), but not a requirement
German language skills are preferred but not required

Responsibilities

Report processing: format financial statement reports and link data from underlying Excel workpapers; finalize reports and other deliverables with letterhead and signature; prepare and handle shipment of deliverables to client.
Tax return processing: email drafts of tax return documents to clients, track client authorization, finalize tax return documents; prepare shipment of deliverables via certified mail to tax authorities, and final version to client.
Business Process Outsourcing Assistance: Ensure timely mailing of checks to designated recipients; prepare deposit slips and handle physical deposits into the bank.
Client administration: prepare and email invoices to clients, update client information in time and billing software, and prepare and email client engagement letters.
Phone: answer incoming calls promptly and professionally; transfer calls and relay any messages to the appropriate personnel or departments.
Mail and Deliveries: receive incoming mail and packages; scan, sort, and distribute mail to the respective recipients; handle certified mail and FedEx shipments.
Word processing: including composing memos, letters, emails, and other correspondence with little or no guidance.
Employee engagement: coordinate onboarding tasks with HR and IT, recognition of employee birthdays and anniversaries. Organize office outings and holiday events.
Meetings: prepare the conference room for meetings, ensuring it is clean and organized; arrange for catering and refreshments; greet guests upon arrival; tidy up after the meeting has concluded.
Office administration: track and restock office and breakroom supplies. Coordinate maintenance-related issues with vendors.