Executive Administration Assistant

ATLAS CPAs & Advisors PLLC•Tucson, AZ

1d•$14 - $17•Onsite

About The Position

ATLAS Navigators, LLC, an accounting, tax, and consulting firm, is seeking an experienced, organized, and proactive Executive Administration Assistant to oversee day-to-day operations at its Tucson office. Working closely with Partners, this role supervises administrative staff, coordinates office workflow, oversees client service and communication, and helps ensure administrative processes run efficiently. The position is a primary point of contact for client service concerns, facilitating timely resolution and serving as a liaison among clients, staff, and Partners. The successful candidate will communicate effectively, solve problems, manage competing priorities, support staff development, and maintain client satisfaction in a fast-paced professional services environment.

Requirements

High school diploma or GED.
At least three years of experience in an Administrative Manager, Office Manager, or similar office operations role.
Previous experience supervising administrative staff and managing client service concerns.
Strong leadership and administrative staff supervision skills.
Excellent client service, interpersonal, and communication skills.
Ability to manage multiple priorities and deadlines in a fast-paced environment.
Strong organizational skills and attention to detail.
Effective problem-solving skills and ability to identify process improvements.
Proficiency in Microsoft Office applications and ability to learn firm-specific software.
Ability to handle confidential client, financial, and personal information professionally.
Ability to operate a variety of machines and equipment, including computers, office equipment, and telephones.
Ability to occasionally lift, hold, or carry items weighing up to 40 pounds.

Nice To Haves

Some college education.
Experience in a CPA firm or professional services environment.

Responsibilities

Lead day-to-day office operations, supervise administrative staff, and assist with conducting staff meetings.
Manage form workflow from client intake through E-filing, ensuring work is completed accurately and on time.
Pull weekly production reports for review with Partners.
Manage new client screening, scheduling, onboarding, fee determination assistance, and communication.
Maintain a high level of client satisfaction through proactive communication, status updates, and resolution of service issues, including tax agency notices.
Administer HR-related functions, including bi-weekly payroll review and approval, PTO approval and coordination, day-to-day staff support, and assistance with staff development processes.
Monitor and manage accounts receivable and work in process (WIP), including reporting to Partners and assisting with client billing.
Identify operational issues, improve processes, and escalate matters to Partners as appropriate.
Oversee general office operations and administrative functions, including document processing and office supplies.