WilkinGuttenplan

Administrative Assistant

• Coordinate client, referral, retirement, and holiday gifting initiatives, including cross-referencing sales reports to give smart reporting and suggestions.
• Manage promotional items, branded merchandise, company store operations, and marketing inventory, including physical storage organization and regular inventory counts.
• Support recruiting events, trade shows, and internal events through logistics coordination, giveaways, packing, vendor communication, and event setup.
• Coordinate employee engagement initiatives, including busy season programs, happy hours, team-building activities, and Culture Committee support.
• Maintain and update HubSpot CRM data, including contact cleanup projects, list creation, bulk uploads, segmentation, pipeline reporting, and submission tracking.
• Add and maintain client, prospect, and employee records in HubSpot, including user access.
• Support commercial pipeline cleanup projects, proposal coordination, and business development materials.
• Assist with commercial proposals and the administration and content library management of our proposal software, PandaDoc.
• Monitor marketing and information inboxes and respond or route requests appropriately.
• Coordinate vendor communication, approvals, invoicing, and expense processing through Bill.com and Expensify.
• Maintain and refresh intranet content and assist with Canva organization and cleanup.
• Create internal graphics, presentations, postcards, and marketing collateral for firm initiatives.
• Support headshot coordination, video content projects, and internal communication efforts.
• Coordinate tax week gifting and related logistics, often within compressed timeframes.
• Coordinate new hire and employee milestone gifts (e.g., new baby) and ensure timely delivery.
• Coordinate event registrations and sign-ups for firm-sponsored events and external programs.
• Distribute professional materials such as bios and firm collateral upon request from partners and internal teams.
• Assist with ad hoc marketing, administrative, and operational projects across departments.

Marketing Administrative Assistant

• Act as the go-to scheduling contact for Tax staff and in-charges, resolving questions and issues directly, and escalating to the Resource & Operations Manager when needed.
• Coordinate and manage all scheduling and resource allocation for the Tax department, including active monitoring of capacity channels, pairing requests quickly and closing them out effectively.
• Oversee the assignment of pooled work during peak busy season, ensuring staff are deployed quickly and effectively as demand shifts.
• Conduct regular check-ins with staff, and loop in coaches as needed, including onboarding check-ins with new hires, to ensure schedules are understood, hours are tracking as expected, and capacity commitments are being met.
• Monitor scheduled-to-actual variances in billable hours and capacity, share observations on skill gaps, cross-training opportunities, or potential hiring needs with the Resource & Operations Manager - helping ensure the right conversations are happening at the right time.
• Perform first-level review of staff capacity commitments against firm billable targets, escalating findings to the Resource & Operations Manager ahead of department head review.
• Maintain the scheduling system and compile capacity reporting to support staffing recommendations and hiring decisions.
• Help facilitate post-engagement evaluations and the continuous feedback process by ensuring the right staff and evaluators are appropriately connected across within the Tax department.
• Prepare and distribute scheduling and capacity updates ahead of internal pod meetings, ensuring all participants have the information needed for productive staffing discussions.
• Contribute to process improvement efforts and support broader firm initiatives as directed by the Resource & Operations Manager.

Resource Coordinator – Tax

Operations

• Lead, coach, and develop two Resource Coordinators (A&A and Tax), setting standards, providing ongoing feedback, and serving as the escalation point for complex resource challenges.
• Operate as a strategic partner across two distinct departments simultaneously - integrating scheduling and capacity data firm-wide and translating findings into actionable recommendations for department heads on staffing, client re-balancing, and hiring needs.
• Own the firm's annual capacity commitment setting process, maintaining and enhancing process year over year, ensuring timely completion across all departments, and reviewing outputs for alignment with firm billable targets.
• Proactively engage department heads on scheduling trends, capacity constraints, and emerging resource needs, bringing data-driven perspectives to joint problem-solving conversations.
• Work closely with the Resource Coordinators and Department Leaders to connect scheduling data and day-to-day observations to identify skill gaps, cross-training needs, and potential hiring requirements - bringing those findings forward to department heads and firm leadership in a clear, actionable way - including through a regular cadence of workforce planning touchpoints.
• Serve as the firm's internal lead for the resources/scheduling software implementation - from stakeholder alignment and platform configuration to training, rollout, and post-launch system ownership.
• Build strong, proactive partnerships with A&A and Tax department leaders, contributing as an active voice in leadership discussions around staffing strategy, engagement planning, and team capacity - including ensuring the Resource Coordinators are maintaining a consistent cadence of timely, meaningful reports and updates to department heads.
• Maintain awareness of the full communication ecosystem across both departments - including in-charges, coaches, and department heads - ensuring the right people are informed at the right time and that scheduling decisions are reinforced effectively at every level.
• Partner with department heads and HR to support staff development across both departments, including monitoring workload trends, identifying training opportunities, and helping coordinate appropriate pairings for engagement evaluation and feedback processes.
• Own all scheduling and capacity communication procedures firm-wide, driving continuous improvement and ensuring consistency across both departments.
• Participate in department meetings, Leadership Retreat, and Strategic Planning sessions, and contribute to broader firm initiatives as needed.