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About the role
Key responsibilities & impact- Provide high-level executive support to multiple partners and directors; work independently, proactively manage workloads, and track project timelines
- Own complex calendar management and meeting logistics: schedule/coordinate internal and external meetings, prepare agendas and pre-meeting materials, send invitations, and reserve rooms/virtual links
- Coordinate domestic and international travel and related logistics (transportation, lodging, itineraries) and prepare/submit expense reports
- Plan and coordinate team meetings, conferences, and departmental events (virtual and in-person), including invitations, space reservations, catering/food service, hotel accommodations, and ground transportation
- Handle sensitive and confidential business matters with discretion; support special projects and process improvements as assigned
- Collaborate closely with other administrative assistants to coordinate coverage and complete shared projects
- Serve as a primary liaison between executives, internal teams, clients, and external stakeholders; build and maintain strong client/vendor relationships and deliver exceptional service
- Prepare, edit, and track engagement letters with accuracy and attention to detail
- Complete client setup forms for new clients and engagements
- Utilize CRM tool (HubSpot) to manage prospects and leads efficiently
- Proofread and prepare client and agency correspondence, including response letters to the IRS and other tax authorities
- Maintain due-date tracking and reporting to ensure timely responses and filings with the IRS and other tax authorities
- Coordinate receipt of signed e-file authorizations and follow up to obtain missing forms required for e-filing
- Support tax return delivery when not handled by the centralized delivery team
- Create, revise, and design PowerPoint presentations for various purposes
- Generate and analyze reports using various programs; build Excel reports using intermediate formulas, charts, and graphs
- Perform data management, maintenance, and cleanup across department applications and trackers
- Scan, organize, and file client documents; consolidate records to maintain orderly digital and physical files
- Act as a change agent for implementing new processes within the department and guide team members accordingly
- Assist with Conyers office administrative functions/events/office coverage
- Perform additional duties and ad-hoc tasks as assigned to support team and executive objectives
Requirements
What you’ll need- High school diploma or equivalent; additional certification in office management is a plus
- Proven experience as an administrative assistant or relevant administrative role **(required)**
- Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) **(required)**
- Previous experience in a similar role within the financial, legal, or professional services industry **(preferred)**
- Familiarity with tax-related processes and procedures **(preferred)**
- Familiarity with CRM tools, preferably HubSpot **(preferred)**
- Familiarity with CCH Axcess, CaseWare, and CCH Workflow **(preferred)**
- Strong interpersonal and communication skills, both written and verbal
- Discretion and confidentiality when handling sensitive information
- Detail-oriented with a commitment to accuracy
- Exceptional organizational skills with the ability to manage multiple priorities and meet deadlines
- Ability to multitask and prioritize tasks effectively
- Proactive and able to anticipate the needs of the executives
- Ability to adapt to changing priorities
- Ability to work independently and as part of a team
- Ability to work in a fast-paced environment
- Ability to always maintain a high level of professionalism
- Consistently demonstrates high-quality work and strong working relationships
- Ability to work a flexible schedule and overtime as needed
Benefits
Comp & perks- Medical, Dental, and Vision Insurance on the first day of employment
- Flexible Spending Account and Dependent Care Account
- 401k with Profit Sharing
- 9+ holidays and discretionary time off structure
- Parental Leave – coverage for both primary and secondary caregivers
- Tuition Assistance Program and CPA support program with cash incentive upon completion
- Discretionary incentive compensation based on firm, group and individual performance
- Incentive compensation related to origination of new client sales
- Top rated wellness program
- Flexible working environment including remote and hybrid options
ATS Keywords
✓ Tailor your resumeApplicant Tracking System Keywords
Tip: use these terms in your resume and cover letter to boost ATS matches.
Hard Skills & Tools
calendar managementmeeting logisticstravel coordinationexpense reportingdata managementreport generationMicrosoft Office Suiteintermediate ExcelPowerPoint designproofreading
Soft Skills
interpersonal skillscommunication skillsdiscretiondetail-orientedorganizational skillsmultitaskingproactiveadaptabilityprofessionalismteam collaboration
Certifications
high school diplomaoffice management certification