Administrative Assistant, Firm Operations

Citrin Cooperman•New York, NY

2d•$90,000 - $105,000•Hybrid

About The Position

Citrin Cooperman is seeking an Administrative Assistant to join the Firm Operations team within the Administrative Support department at its NYC location. The role provides client-facing, tax operations, workflow-tracking, and administrative support to clients, partners, and engagement teams. The assistant serves as a primary contact for one of the firm’s largest clients, coordinates client requests and deliverables, helps manage tax filing deadlines and notices, and maintains accurate client records and trackers. The position also supports leadership and professionals with scheduling, travel, meetings, events, correspondence, and related administrative tasks. The role requires working in the office four days per week based on the specific office location, with overtime capacity as needed.

Requirements

At least 5 years of administrative experience.
High school diploma.
Proficiency in Microsoft Office.
Expertise in Excel functions, including tables, formulas, and formatting.
Ability to work as a team player, multitask, and maintain strong attention to detail.
Strong organizational skills and verbal and written communication skills.
Capacity to work overtime as needed.
Ability to meet the in-office requirement of four days per week, based on the specific office location.

Nice To Haves

Administrative experience in a professional services environment.
Tax operations experience.
Bachelor’s degree.

Responsibilities

Serve as a primary point of contact for one of the firm’s largest clients, handling requests and maintaining timely, confidential communication.
Coordinate client requests and deliverables with Tax and Audit & Assurance engagement teams.
Communicate with the client on behalf of partners and engagement teams and route questions to the appropriate professionals.
Support new client acceptance by entering pertinent client information into onboarding software and ensuring information is accurate across systems.
Maintain accurate, up-to-date client information and records.
Upload and download confidential client documents, including tax returns and K-1s, through the client’s secure SharePoint portal.
Scan, file, and organize client documents in accordance with firm record-keeping standards.
Partner with leadership to ensure more than 300 tax returns are extended and filed on time each year, including applicable tax payments.
Maintain a deliverables tracker to monitor tax return and tax payment status and ensure deliverables are completed and sent to clients on time.
Monitor incoming tax notices and coordinate with engagement staff to ensure notices are answered on time and resolved.
Generate weekly tickler reports on client work in process and monitor engagement status for upcoming deadlines and deliverables.
Analyze monthly work-in-process reports to identify outstanding items and support engagement-team follow-up.
Generate monthly work-in-process analysis reports to help identify billable work.
Maintain a shared master tracker of staff workflow and tax and audit deliverables during busy season.
Prepare meeting summaries and action items and follow up with staff to help ensure client deadlines are met.
Manage calendars, schedules, travel arrangements, itineraries, and agendas for leadership and professionals.
Plan and coordinate virtual and in-person client meetings, including venue and conference-room reservations, catering, and meeting materials.
Plan and coordinate client lunches and dinners and team social events.
Prepare client letters, correspondence, and mailings; send faxes; and arrange messenger pickups and deliveries.
Collate tax returns and prepare client contracts.
Organize lunch-and-learn sessions, webinars, and presentations, including scheduling, invitations, room and virtual meeting setup, catering, and presentation materials.
Partner with the CPE/CPU LEAD team on CPE credentialing opportunities.