Administrative Assistant

Christy White Associates•San Diego, CA

1d•$20 - $25•Onsite

About The Position

The Administrative Assistant supports daily office operations by formatting audit reports, preparing proposals, coordinating administrative projects, and providing direct support to managers and staff accountants. This role requires exceptional organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced, deadline-driven environment.

Requirements

High school diploma or equivalent required.
Minimum of two (2) years of experience in an administrative, office assistant, or related role.
Proficiency in Microsoft Office Suite, including Word, Excel, Outlook, and Teams.
Strong document formatting and editing skills using Microsoft Word and Adobe Acrobat.
Excellent organizational, analytical, time management, and problem-solving skills.
Strong verbal and written communication skills.
Ability to manage multiple projects and deadlines with minimal supervision.
Ability to work independently and collaboratively as part of a team.
Ability to make travel arrangements for internal staff, as needed and requested.
Professional demeanor and strong customer service skills.
Ability to maintain confidentiality and exercise sound judgment.

Nice To Haves

Associate degree or bachelor's degree preferred.

Responsibilities

Review, format, and finalize audit reports within established deadlines and return completed reports to audit teams.
Answer and direct incoming phone calls and emails professionally and courteously.
Respond promptly to internal communications through Outlook and Microsoft Teams.
Prepare and format proposals for prospective clients while working closely with Partners.
Utilize Microsoft Word, Outlook, Excel, Adobe Acrobat, CCH Axcess, ProSystem, and other software applications extensively.
Maintain organized electronic files and ensure workpapers are properly checked into ProSystem.
Prepare audit reports for shipment using FedEx and USPS shipping software.
Train and assist Temporary Office Assistants during busy season.
Coordinate and maintain professional relationships with vendors, contractors, and external service providers, ensuring timely completion of services.
Monitor inventory levels of office and kitchen supplies and place orders as needed.
Responsible for planning, coordinating, and executing firm-wide events, meetings, and training programs.
For internal staff, arrange travel and accommodations, manage logistics, schedule venues, coordinate vendors, work with finance on budgets, and prepare event materials for meetings.
Process incoming and outgoing mail daily.
Track FedEx and other business-related receipts and submit them to the Accounting Department.
Assist with planning and coordinating office and firm-wide events across multiple California locations.
Create reports and provide administrative support to management and audit teams as requested.
Operate standard office equipment, including copiers, scanners, and postage machines.
Handle confidential information with discretion and professionalism.
Perform additional duties and special projects as assigned.