Administrative Assistant

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Summary: Well established, highly profitable CPA firm seeks an Administrative Assistant to support two of the firm's Partners, and related staff. This firm offers a very reasonable work life balance, overtime paid at time and one half, challenging assignments, and very good career growth potential. Under administrative review, you will be responsible for initiating and coordinating the clerical and secretarial functions required in effective implementation of administrative policies of the Accounting & Auditing Department.

Prefer candidates currently supporting upper management within a professional services (CPA / law / engineering / medical) firm and has particular expertise in managing complex schedules and making travel arrangements.

• Schedules appointments and keeps appointment calendars for Partners/Managers/Directors, as requested or required
• Arranges, participates in, and implements, as directed, conferences and committee meetings
• Inputs Partner/Manager/Director time to the time entry system as requested
• Prepares monthly expense reports for Partners/Managers/Directors as requested
• Coordinates the activities of, and provides professional service for Partners, Managers and / or Directors
• Helps Partner/Manager/Director with invoicing
• Performs typing and transcription duties as required
• Establishes procedures that implement operational and/or fiscal policies
• Interprets policies and procedures as established by management
• Compiles data based on research techniques and on statistical compilations involving an understanding of operating unit programs, policies, and procedures
• Drafts financial, statistical, narrative, and/or other reports as requested
• Provides authoritative information that tends to establish precedents and which may commit a unit or management to a policy or course of action
• Independently composes reports and correspondence containing decisions that tend to establish precedents and which may commit a unit or management to a course of action
• Coordinates the activities of, and provides semiprofessional service for Partners and Managers
• Signs in behalf of management, as delegated, his or her name to correspondence, requisitions, vouchers, and other forms of consequence
• Makes travel arrangements, as requested or required
• Receives and routes incoming mail to Partner/Manager/Director or other employees as appropriate or as requested/required
• Answers routine questions, aids clients and office visitors where possible or routes calls to appropriate employees/Partners
• Works with Partner/Manager/Director and/or other employees to resolve various issues for clients as requested
• Arranges, participates in, and implements, as directed, conferences and meetings (both internal and external meetings). May be asked to attend and take notes in some meetings
• Answers phones and takes messages as necessary
• Screens telephone calls as requested
• Composes types or transcribes routine correspondence or other writing duties as required/requested
• Maintains procedures that implement operational and/or fiscal responsibilities
• Relieves receptionist as scheduled or requested
• Maintain office areas as requested (i.e. ensure kitchen tidy etc.)

• Performs other related duties as assigned/requested by Partners
• May be requested to run client or office related errands

• Occasional overtime work required throughout the year. Paid at time and one half.
• Ability to lift, carry, store large files/boxes - up to 10lbs of weight
• Minimal Hazards.
• General office working conditions

• Good interpersonal skills, able to get along with many kinds of personalities
• Ability to accurately deal with difficult and complex financial data and handwritten comments.
• Ability to accurately and effectively manage aggressive deadlines and timelines.
• Very detailed oriented
• Self-Sufficient, requiring minimal supervision - able to work independently, with good judgment
• Knowledge of office equipment printers/fax/scanners
• Strong verbal and writing skills
• Strong organizational skills
• Ability to maintain confidentiality
• Dependable, Excellent attendance
• Proficient in Microsoft Office Tools (WORD, EXCEL, Outlook)

• High school diploma minimum requirement, some college preferred.
• Two (2) years of clerical experience, organization, coordination, and performance of duties at a responsible level.
• Typing skills of 50+ WPM
• U. S. citizen or U. S. Permanent Resident

• Executes assignments of a confidential nature; requires ability to keep matters confidential.
• Strong verbal, organizational and interpersonal skills.
• Outstanding oral and written communication skills
• Excellent customer service skills