Senior Administrative Assistant

Squire & Company PC-•Orem, UT

30d•Onsite

About The Position

This position will primarily function as an executive assistant, providing administrative support to two professionals focused on business development and client development. The role requires a high level of reliability, strong organizational skills, proficiency in Excel, and the ability to effectively manage multiple concurrent projects in a fast-paced environment.

Requirements

Associate degree preferred; equivalent on-the-job experience will be considered. Minimum of 1 year of administrative assistant experience required.
Proficiency in Microsoft Office, including Word, PowerPoint, and especially Excel.
Excellent interpersonal, written, and verbal communication skills, with a strong focus on client service.
Dependable and punctual, with a clear understanding of the Firm’s coverage needs.
Proven ability to manage projects independently and follow through on assignments.
Solid understanding of general office practices, procedures, equipment, and software.
Strong organizational and administrative skills, with sound judgment and problem-solving abilities.
Ability to multitask and work effectively under pressure to meet multiple deadlines.
Highly detail-oriented, efficient, and able to complete tasks in a timely manner.
Willingness to ask questions, seek guidance, and collaborate to ensure accuracy and completeness of work.
Flexible and adaptable to changing priorities, responsibilities, and team needs across the Practice Area and the Firm.
Must have reliable transportation, a valid driver’s license, and the ability to use a personal vehicle for occasional firm-related errands.

Responsibilities

Answer incoming phone calls; address questions and complaints, schedule and confirm appointments and meetings. Greet and assist visitors and handle complex inquiries via phone, email, or in person.
Support internal projects by following up with responsible parties, meeting deadlines, and providing administrative assistance as needed.
Screen incoming correspondence and respond appropriately or route inquiries to the correct employees.
Provide administrative support to the sales team.
Assist billing staff with invoicing processes and prepare invoices and statements as needed. Generate reports using internal software.
Prepare meeting agendas and take minutes for industry group and internal meetings. Track and follow up on action items.
Set up and take down meeting spaces, including coordinating meals and managing audio/visual equipment.
Assist with planning and executing firm events, including supply pickups and logistical support.
Coordinate travel arrangements for conferences, meetings, and events.
Proficiently use Microsoft Word, Excel, PowerPoint, and other relevant software; conduct internet research and operate office equipment.
Format and edit letters, reports, and other documents from draft to final, client-ready versions.
Maintain a clean and organized workspace, including clerical areas, break rooms, and conference rooms. Monitor and restock supplies such as paper and printer ink.
Support other departments as needed, which may include assembling and mailing tax returns, checking e-file forms, filing, and preparing 1099s.
Run occasional off-site errands such as lunch pickups, mail deliveries, supply runs, or trips to the local post office; reliable personal vehicle required.
Provide backup coverage for the front desk.
Collaborate with the marketing department on assigned industry group initiatives.
Coordinate workflow with other administrative assistants and departments to ensure smooth operations.