Administrative Assistant Jobs

About The Position

Requirements

• High school diploma or equivalent required
• 2+ years receptionist, administrative assistant, or similar office support role preferred
• Proficient in Microsoft Office (Teams, Outlook, Word, Excel) and able to learn new software quickly

Nice To Haves

• Experience in a professional services environment is a plus
• Familiarity with tax or accounting software (ex. XCM, QuickBooks) is helpful but not required

Responsibilities

• Welcome clients and visitors in a professional and friendly manner
• Answer and direct incoming telephone calls and inquiries
• Schedule client appointments and assist with coordinating staff calendars
• Assist with front desk phone coverage and other duties as assigned
• Serve as a liaison between office leadership and team members to support communication and coordination
• Assist team members with correspondence, reports, and day-to-day administrative needs
• Perform general administrative duties including scanning, filing, data entry, and document management
• Maintain confidentiality and security of sensitive client and firm information
• Handle incoming and outgoing mail, including certified mail
• Maintain petty cash and track postage usage
• Assist production departments with confirmations and administrative requests
• Process, scan, and organize client tax documents
• Receive and log tax returns into XCM and track their progress
• Maintain digital files for Tax, Audit, CAAS, and other production departments
• Prepare shipments, mailing labels, and ensure timely delivery of returns
• Serve as backup support to the Tax Processor as needed
• Receive client payments, prepare deposits, and perform daily bank runs
• Maintain office inventory, including supplies for file room, kitchen, and restrooms
• Request and restock supplies (paper, toner, postage, etc.) as needed
• Coordinate office errands, meals, and facility needs, with additional support for firm events as needed
• Maintain a clean, organized, and presentable reception area
• Partner with operations staff to assist with organizing workstations for new hires, including desks, supplies, and general office readiness

Benefits

• paid vacation
• sick leave
• holidays
• early summer Fridays
• medical insurance
• dental insurance
• vision insurance
• supplemental insurance
• 401(k) retirement plan options