Administrative Assistant

Administrative Assistant to the CEO

Overview

A growing tax and advisory firm is seeking an organized, proactive Administrative Assistant to support the CEO and management team. This position combines calendar management, client communication, and administrative coordination to keep daily operations running smoothly.

The ideal candidate is dependable, detail-oriented, and comfortable following up on outstanding items, managing shifting priorities, and handling confidential information with discretion.

Responsibilities

• Manage the CEO’s calendar, schedule meetings, and coordinate appointment confirmations and reminders.
• Track deadlines, follow-ups, and outstanding requests to help the CEO and management team stay organized.
• Communicate professionally with clients by phone, email, and text; coordinate appointments and route questions to the appropriate team member.
• Support client onboarding, follow up on missing documents, and assist clients with accessing the secure document portal.
• Perform accurate data entry and maintain current client records, notes, and statuses in the firm’s CRM.
• Organize digital files, correspondence, and client documents while maintaining confidentiality.
• Prepare and proofread routine correspondence, documents, and meeting materials.
• Record meeting action items and follow up with team members on assigned tasks.
• Assist with in-office coordination, including welcoming scheduled visitors and maintaining office supplies.
• Provide general administrative support to the management team, especially during busy tax periods.

Experience and Qualifications

• Previous experience in administrative support, executive assistance, office coordination, or client service.
• Strong organizational skills, attention to detail, and consistent follow-through.
• Clear, professional written and verbal communication.
• Proficiency with Microsoft Office or Google Workspace, including calendars, spreadsheets, and document preparation.
• Comfort learning CRM systems, scheduling tools, and secure document platforms.
• Ability to work independently, prioritize tasks, and recognize when an issue needs management’s attention.
• Sound judgment when handling sensitive client and business information.
• Experience in a tax, accounting, financial services, or other professional services office is a plus.
• Bilingual abilities are welcome.

Work Arrangement

This is a hybrid role requiring both remote work and in-office availability in DUMBO, Brooklyn.

Pay: $25.71 - $30.96 per hour

Expected hours: 30.0 – 40.0 per week

Benefits:

• Flexible schedule
• Referral program

Work Location: Hybrid remote in Brooklyn, NY 11201