Administrative Assistant

BDO USA • Grand Rapids, MI

11d • Hybrid

About The Position

The Administrative Assistant (AA) is responsible for providing in-office administrative support to their assigned office, but may also be assigned duties related to a geographical market and/or Geo. Duties assigned will use a variety of administrative systems and follow firm policies and procedures. The AA will be charged with providing administrative support services in accordance with BDO standards and will work with management members (principals and directors), service team or teams, an office or related offices to support, and/or national team or teams as needed. Duties may also include facility related duties, front desk and/or mail room duties.
This is a variable hybrid role that may require up to full-time, on-site support, based on location and office needs.

Requirements

• High School Diploma, GED or equivalent, required
• Three (3) or more years of administrative experience, required
• Advanced level of proficiency in Microsoft Office Suite, required
• Ability to work in a deadline-driven environment and handle multiple projects / tasks with an attention to detail
• Advanced or expert in computer skills: Word, Excel, Outlook, PowerPoint. Experience in Peoplesoft database recommended
• Excellent written and verbal communication skills including superior grammar, spelling, and punctuation that enable the incumbent to work with top level management and other executive level clients.
• Possesses superior customer service skills. Displays independent judgment, finesse and diplomacy in all situations
• Consistently seeks to improve processes
• Excellent organizational skills and detail oriented that enable efficient and effective multi-tasking
• Capable of managing highly confidential information
• Ability to work well with all levels of management as well as outside external clients
• Team player who is willing to help out as needed

Nice To Haves

• Bachelor’s degree, preferred
• Professional services firm experience, preferred
• Experience with firm’s ERP preferred

Responsibilities

• Supports various departments through standardized processing of assigned tasks using various firm systems, tools, and software. Support may include:
• Providing support to an assigned centralized administrative support ticket(s).
• Providing support to another administrative support teams or office.
• Providing support to a national, Geo or market team(s) including the e-filing support for national tax administration team
• Provides administrative support for larger scale in-office, market-wide meetings and conferences, including scheduling with Principals and Firm leaders, managing calendar invites, meeting room reservations and handling catering and set-up.
• Assists Office Administrator with obtaining coding and approval for vendor invoices including processing client invoices accurately with information provided by management. May include various firm/office membership or licenses.
• Assists with new hire onboarding and employee offboarding as directed.
• Provides expense reporting support by submitting an expense report ticket
• Collaborates with management to set up new clients, maintain and manage client data, billings and other ad hoc request
• Produces a variety of materials including but not limited to letters, memoranda, interoffice communications, confidential presentations, and reports.
• Handles related tax support services on a seasonal or as needed basis.
• Other duties as required

Benefits

• BDO Total Rewards that encompass so much more than traditional “benefits.” Click here to find out more!
• Benefits may be subject to eligibility requirements.
• Equal Opportunity Employer, including disability/vets

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED
• Number of Employees: 5,001-10,000 employees