Administrative Assistant

BDO USA • Jacksonville, FL

5d • Hybrid

About The Position

The Administrative Assistant provides in-office administrative support to an assigned office and may also support a geographical market, Geo, or national team. The role uses a variety of administrative systems and follows firm policies and procedures, providing services in accordance with BDO standards. The Assistant works with management members, service teams, offices, and national teams as needed. Duties may also include facilities, front desk, or mail room support. This is a variable hybrid role that may require up to full-time on-site support, depending on location and office needs.

The position supports departments through standardized processing of assigned tasks using firm systems, tools, and software. Responsibilities include meeting and conference coordination, invoice and client data support, onboarding and offboarding assistance, expense-report support, preparation of business materials, and seasonal or as-needed tax support.

Hourly pay ranges vary by location: California, $26.00–$35.00; Colorado, $24.00–$38.50; Maryland, $28.00–$32.00; Minnesota, $28.85–$32.70; NYC/Long Island/Westchester, $36.00–$38.50; Virginia, $28.00–$32.00; Washington, $26.00–$35.00; and Washington DC, $28.00–$32.00. Individual offers consider qualifications, experience, skills, and geography.

Requirements

• High school diploma, GED, or equivalent.
• At least three years of administrative experience.
• Advanced proficiency in Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint.
• Ability to work in a deadline-driven environment, handle multiple projects or tasks, and maintain attention to detail.
• Excellent written and verbal communication, including strong grammar, spelling, and punctuation, to work with senior management and executive-level clients.
• Superior customer service skills.
• Independent judgment, finesse, and diplomacy in all situations.
• Consistently seek to improve processes.
• Excellent organizational skills and attention to detail to support efficient multitasking.
• Ability to manage highly confidential information.
• Ability to work well with all levels of management and external clients.
• Team-oriented and willing to help as needed.

Nice To Haves

• Bachelor’s degree.
• Experience in a professional services firm.
• Experience with the firm’s ERP system.
• Experience with the PeopleSoft database.

Responsibilities

• Provide standardized administrative support to various departments using firm systems, tools, and software.
• Support assigned centralized administrative support tickets, other administrative support teams or offices, and national, Geo, or market teams, including e-filing support for the national tax administration team.
• Coordinate larger in-office or market-wide meetings and conferences, including scheduling with Principals and Firm leaders, calendar invitations, room reservations, catering, and setup.
• Assist the Office Administrator with obtaining vendor invoice coding and approvals, and accurately process client invoices using information provided by management.
• Assist with new-hire onboarding and employee offboarding as directed.
• Provide expense-reporting support by submitting an expense report ticket.
• Collaborate with management to set up new clients and maintain and manage client data, billings, and other ad hoc requests.
• Produce letters, memoranda, interoffice communications, confidential presentations, reports, and other materials.
• Handle related tax support services seasonally or as needed.
• Perform other duties as required.

What This Job Offers

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