In this position, you will be responsible to perform a variety of general to advanced administrative functions/support and daily operations of an office with approximately 60 employees. You will be responsible to advise and mentor office services personnel and related activities. You will be responsible to partner with the office leadership on the needs and solutions of the office. This is an opportunity to work with a dynamic group of motivated professionals at various levels and an excellent opportunity to showcase your strong technical and customer service skills.
Qualified candidates will possess the following:
5+ years relevant administrative assistant/supervisor experience
Previous experience in accounting or professional service environment a plus
Advanced Microsoft Office 2007 skills essential
Excellent oral and written communication skills (spelling, grammar, sentence structure and punctuation)
Effective organization and time management skills, follow procedures, improve efficiency
Ability to manage multiple tasks and shift priorities as necessary to meet deadlines
Flexible demeanor, pro-active thinker, positive attitude, maintains confidentiality
Ability to prepare presentations including changes, graphics and tables, speaker note and handouts to include proofread for accuracy and finalize documents professionally, strong attention to detail
Ability to take direction, ask appropriate questions and complete tasks independently
Ability to handle stress while operating with a sense of urgency and using good judgment
Ability to train, mentor and provide guidance and feedback to other team members
Ability to lead and direct a group of employees in areas such as assigning, mentoring, reviewing progress and accuracy of work, directing efforts and providing guidance on more complex issues
Provides advanced administrative support to location professionals, including but not limited to; creating advanced presentations without the aid of a template, drafting proposals with the aid of style tools, , creating and working with advanced spreadsheets using PivotTables, Lookup ,and IF statements.
Track and coordinate Continuing Professional education, faxing, preparing, distributing and filing documents and photocopying as needed.
Provides effective leadership to employees and/or teams through: planning appropriate staffing levels; interviewing, selecting, orienting, and training; communicating performance expectations & providing feedback on performance, recognition, coaching, employee counseling reports and/or discipline including termination; creating career growth opportunities and employee development plan.
Supervises office support staff and schedules workload, ensuring that adequate coverage is available. Helps evaluate support staff performance, and provides coverage for administrative shortage.
Process corporate and individual tax returns, extensions, estimates as needed.
Process tax organizers and edit, format and finalize arrangement letters to be sent to clients.
Process, edit, format and finalize response letters to IRS and state Department of Revenue taxpayer notices as needed.
Cover reception duties when need arises and manage UPS packages and incoming and outgoing mail.
Assist with tracking annual budget.
Calendar management, travel/event planning, meeting/conference arrangements (food, hotel, rooming lists)
Routinely compiles, collects, and analyzes moderately complex and confidential data for projects.
Help support and manage office equipment and supply needs (telephone/voicemail, audio visual, kitchen and office supplies, etc.).
Help support/coordinate office building/facility matters (maintenance requests, communications, access cards, etc.).
Serves as a resource for staff who have questions regarding office policies and procedures.
Assist IT personnel with resolution of location IT issues/matters.
Lead and participate in team meetings and activities
Other duties as assigned.
We offer a competitive compensation/benefits package, including medical, dental, vision, three weeks paid time off for these positions, matching 401(k), flexible hours and a challenging, professional work environment.