Senior Administrative Specialist

Crete Professionals Alliance•Rochester, NY

4d•$25 - $30•Onsite

About The Position

The Senior Administrative Specialist is the senior on-site administrative leader for a professional services office of approximately 30 employees. This role is responsible for ensuring smooth daily operations, maintaining administrative standards, and supporting a professional, efficient, and well-organized office environment. The Senior Administrator will be the primary on–site administrative contact between the local office and the Firm Administrator to whom this position reports. In this job, you will be a hands-on contributor and leader, directly performing administrative tasks while supervising the local in–office administrative team. The Senior Administrative Specialist serves as the primary liaison between the local office and the Firm Administrator located in another office. Success in this role requires professional leadership skills, balancing execution, delegation, and aligning local needs with firm-wide policies and expectations administered and directed by the Firm Administrator. This position may require extended hours during peak periods.

Requirements

5–7 years of progressive administrative experience, preferably in a professional services or accounting firm environment.
College degree preferred or professional equivalent experience
Prior experience performing hands-on administrative work while leading or supervising others.
Demonstrated ability to manage competing priorities and balance execution with leadership responsibilities.
Strong organizational, problem-solving, and interpersonal skills.
Excellent written and verbal communication skills.
Proven ability to work independently while coordinating with remote leadership.
Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint); experience with document management systems is a plus.
High degree of professionalism, discretion, and attention to detail.
Continuous improvement mindset
Ongoing collaboration with firm leadership and administrative teams across locations.

Responsibilities

Supervise, assist with Admin staff training, and onboard new staff.
Support two administrative team members, providing clear expectations, guidance, and regular feedback.
Ensure compliance with firm policies related to records management, confidentiality, and administrative standards.
Assist in processing tax returns, financial statements, and other correspondence
Assist in troubleshooting tax return rejections
Finalize Financial Statements
Scan and autoflow tax documents when needed
Assist in scanning and binding documents
Assist the Firm Administrator in task delegation to the local Admin Team
Handle time-sensitive and confidential matters with professionalism, discretion, and sound judgment.
Provide front-line administrative coverage as needed to ensure continuity of operations and service quality.
Delegate work effectively while maintaining accountability, quality, accuracy, and timeliness
Support cross-training and workload balancing to ensure consistent service and coverage to our Partners and Clients
Other administrative duties as assigned, such as scheduling meetings, coordinating catering orders, engagement logistics, and client-facing administrative needs, etc.
Manage office building maintenance along with office logistics for client meetings and events