Administrative Assistant

Job Summary

As an Administrative Assistant IV, you will provide essential administrative support to facilitate the smooth operation of the organization. Your strong organizational skills, attention to detail, and ability to multitask will contribute to the efficiency and effectiveness of the team and the overall success of the organization.

Job Description

• Administrative Support: Manage and prioritize incoming communications, including emails, phone calls, and mail. Draft and edit correspondence, memos, reports, and other documents. Maintain accurate records and databases, ensuring data integrity and confidentiality. Coordinate travel arrangements, including booking flights, accommodations, and transportation. Assist with expense tracking and reimbursement processes. Billing/invoicing, A/R support, Maconomy reporting.

• Calendar Management and Scheduling: Maintain and update calendars, scheduling and coordinating appointments, meetings, and conferences. Send meeting invitations, prepare meeting agendas, and ensure timely distribution of relevant material. Coordinate and schedule conference calls, video conferences, and other virtual meetings.

• Meeting and Event Coordination: Arrange logistics for meetings, conferences, and events, including venue selection, catering, and audiovisual setup. Prepare and distribute meeting minutes and follow-up action items. Track and manage RSVPs, ensuring appropriate attendance and participation.

• Office Support: Serve as a point of contact for internal staff and external stakeholders, providing exceptional customer service. Coordinate office supplies and equipment, ensuring availability and functionality. Support special projects and initiatives as assigned. Occasional reception area coverage. Special project responsibilities for specific office or entire region (i.e., e-filing, CPE tracking, bulk engagement letters).

• Production Responsibilities: Admin billing. Formatting financial statements and proposals.

• Training New Administrative Staff: None

Work environment

Prolonged periods of sitting at a desk and performing work in front of a computer screen for long periods of time. Must be able to lift up to 25 pounds at a time. Travel Required: No.

Required Education and Experience

• A High School Diploma (or GED or High School Equivalence Certificate)

• 5+ years of relevant experience

• Proficient in using office software and tools, including MS Office Suite (Word, Excel, Outlook, PowerPoint)

Preferred Education and Experience

• Software: Engagement, CCH Prosystem FH, Axcess Tax, Axcess Document, Axcess Workstream, Maconomy, Safesend

What We Offer

• POSITIVE WORK ENVIRONMENT: Enjoy a collaborative and supportive work environment where teamwork is valued.

• ATTRACTION COMPENSATION PACKAGES: Our compensation is competitive and tailored to reflect the role, qualifications, and expertise of each individual.

• COMPREHENSIVE BENEFIT PACKAGE: Access comprehensive benefits including group health insurance, dental and vision coverage, 401(k) retirement plans, and generous paid time off (PTO) allowances.