Administrative Assistant

Administrative Assistant – Firm Operations Support

Summary

We are seeking a part time highly organized and detail-oriented Administrative Assistant to provide general office support for our public accounting firm. This hourly role is essential to maintaining efficient daily operations and delivering a professional experience for clients and staff. The ideal candidate is proactive, dependable, and able to manage multiple priorities while maintaining strict confidentiality.

Key Responsibilities

Office Administration

• Provide general administrative support as necessary
• Manage incoming and outgoing mail, including sorting and distribution
• Prepare and coordinate bank deposits
• Maintain office supplies inventory and reorder as needed

Client & Front Office Support

• Greet and assist visitors in a professional and courteous manner
• Answer, screen, and direct incoming phone calls
• Ensure a welcoming and organized reception area and conference rooms

Calendar & Meeting Coordination

• Assist with scheduling meetings and maintaining calendars
• Coordinate weekly office luncheons, including ordering and setup
• Support firm events and meetings as needed

Administrative & Technical Support

• Provide backup support to other administrative team members
• Assist administrative staff with preparation and formatting of financial statements and reports
• Assist administrative staff in the tax return process, scanning, copying and sending
• Utilize Microsoft Word and Excel for document creation, editing, and data entry

Confidentiality & Compliance

• Handle sensitive financial and client information with discretion and confidentiality
• Follow firm policies and professional standards for data protection

Other Duties

• Perform additional administrative and clerical duties as assigned

Qualifications

Education & Experience

• High school diploma or equivalent required; associate’s degree preferred
• 2+ years of administrative or office support experience, preferably in a professional services or accounting environment

Skills & Competencies

• Proficiency in Microsoft Office (Word, Excel, Outlook)
• Strong organizational and time management skills
• Excellent verbal and written communication skills
• Ability to manage multiple tasks and meet deadlines
• Strong attention to detail and accuracy
• Professional demeanor and customer service orientation
• Ability to work independently and collaboratively

Additional Requirements

• Demonstrated ability to handle confidential information responsibly
• Flexibility and willingness to assist in a team-oriented environment

Work Environment

• Office-based setting within a professional public accounting firm
• Regular business hours with occasional need for flexibility during peak periods

Why Join Us

• Professional and collaborative team environment
• Opportunity to contribute to a well-established CPA firm
• Exposure to accounting and financial operations

Key Attributes for Success

• Detail-oriented and highly accurate
• Reliable and adaptable
• Proactive with strong problem-solving skills
• Committed to delivering excellent client service