Administrative Assistant

RÖDL USA•Houston, TX

18h•Onsite

About The Position

RÖDL USA is seeking an experienced Administrative Assistant to join their international public accounting firm in their office in Houston. This full-time position will provide support to senior management and staff. The ideal candidate should be a positive, self-motivated, professional individual with superior organizational skills, the ability to work within deadlines, and the ability to execute multiple tasks simultaneously. The role requires a team player who is also able to work independently and is comfortable working with financial data, software and internet technology, and other office equipment. RÖDL USA 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. The firm emphasizes an integrated approach to client success through collaboration and thorough oversight, supporting a global vision established at its worldwide headquarters in Nuremberg, Germany. The culture at RÖDL USA is unique, offering a truly global workplace where employees are immersed in a diverse intercultural setting.

Requirements

High-level expertise in MS Word & Outlook and PowerPoint
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
Ability to handle sensitive and confidential information with maximum discretion

Nice To Haves

Experience in a Public Accounting or Law Firm environment
Accounting Software experience (CCH Axcess, ProSystem Practice, ProSystem Tax, ProSystem Engagement)
German language skills

Responsibilities

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
Email drafts of tax return documents to clients
Track client authorization for tax returns
Finalize tax return documents
Prepare shipment of deliverables via certified mail to tax authorities, and final version to client
Ensure timely mailing of checks to designated recipients
Prepare deposit slips and handle physical deposits into the bank
Prepare and email invoices to clients
Update client information in time and billing software
Prepare and email client engagement letters
Answer incoming calls promptly and professionally
Transfer calls and relay any messages to the appropriate personnel or departments
Receive incoming mail and packages
Scan, sort, and distribute mail to the respective recipients
Handle certified mail and FedEx shipments
Compose memos, letters, emails, and other correspondence with little or no guidance
Coordinate onboarding tasks with HR and IT
Coordinate recognition of employee birthdays and anniversaries
Organize office outings and holiday events
Prepare the conference room for meetings, ensuring it is clean and organized
Arrange for catering and refreshments for meetings
Greet guests upon arrival for meetings
Tidy up after the meeting has concluded
Track and restock office and breakroom supplies
Coordinate maintenance-related issues with vendors