Receptionist/Tax Administrative Associate

Cerity Partners•Raleigh, NC

About The Position

The Receptionist/Tax Administrative Associate is the first point of contact for clients and visitors and provides day-to-day tax administrative support. The role keeps documents, filings, and client records moving accurately and on time so the tax team can focus on its work. It combines front-desk service, mail and document processing, tax administration, workflow coordination, and general office support in a busy office environment. The position requires strong organization, attention to detail, communication, discretion, and the ability to manage multiple priorities and interruptions independently. The role handles sensitive personal and business information and supports compliance with applicable policies and procedures.

Requirements

At least 2 years of experience in an administrative, executive assistant, or personal assistant capacity.
High school diploma.
Proficiency with Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint, and calendar management tools.
Excellent written and verbal communication skills.
Strong organizational skills and ability to manage multiple priorities and deadlines independently.
Ability to maintain strict confidentiality regarding sensitive personal and business information.
Comfort managing multiple tasks and interruptions in a fast-paced office environment.
Self-motivated and comfortable with independent decision making.
Discretion and sound judgment when handling confidential information.
Strong attention to detail and follow-through.
Adaptability and comfort with shifting priorities in a fast-paced environment.
Proactive problem-solving and anticipatory thinking.
Excellent time management skills.
Adherence to compliance policies and procedures.
Ability to exercise independent judgment in planning and prioritizing work.
Ability to sit at a desk and use a computer for extended periods.
Ability to lift up to 15 lbs, such as files, packages, and supplies, as needed.

Nice To Haves

At least 2 years of experience supporting financial services, wealth management, or professional services executives.
Associate or bachelor’s degree.
Previous experience at a CPA firm or financial services office.

Responsibilities

Answer and direct phone calls; greet and assist clients and visitors.
Build rapport with clients by phone, email, and in person, respond to inquiries, and fulfill basic requests that do not require advisor involvement.
Process incoming and outgoing mail; scan and file tax documents accurately and promptly.
Manage UPS and USPS shipping for tax returns, organizers, and signature documents.
Route IRS and state notices and documents to the appropriate team member.
Track signed e-file authorizations and release signed returns using UltraTax.
Track return statuses and due dates to help the team meet deadlines.
Support client onboarding and offboarding, including engagement letters, CRM setup, and billing configuration.
Assist with invoicing and accounts receivable tracking.
Coordinate and manage team workflow and create or improve office processes.
Coordinate meetings, team events, and catering as needed.
Manage miscellaneous administrative projects assigned.
Monitor and order office supplies regularly.