Executive Assistant

About the Role

Join our team as an Executive Assistant! Our firm is seeking a professional who thrives on planning, maintaining, organizing, and keeping things running smoothly behind the scenes. In this role, you will play a key part in ensuring that partner priorities are met, organizational goals are achieved, and best practices are upheld. The ideal candidate is a proactive problem-solver with exceptional attention to detail, strong organizational skills, and excellent follow-up and follow-through abilities. You will act as a liaison to promote high-level communication and service both internally and externally, contributing to projects and taking initiative to ensure smooth functioning of the firm and executive efficiency.

Schedule

Full-time, Monday through Friday, 8:00 am to 5:00 pm (40 hours per week). Moderate overtime is required during tax season (January 2nd through April 15th), including weekends.

Responsibilities

• Handle and filter emails, phone calls, and other correspondence on behalf of the executive.
• Manage and organize executive schedules, including scheduling meetings, appointments, and events.
• Draft, edit, and prepare various documents, reports, presentations, spreadsheets, tax returns, and e-files.
• Assist with special projects, initiatives, marketing, and events as needed.
• Maintain and refine internal processes, organize filing systems, corporate records, and databases.
• Act as a primary point of contact, connecting the executive with internal and external contacts.
• Handle sensitive and confidential information with the utmost discretion.
• Perform general administrative tasks, manage office supplies, coordinate information technology, invoicing, task management, and accounts receivable.
• Collaborate with staff, recruit, train, and/or supervise others.

Requirements

• High school diploma required; Bachelor's degree in Business Administration or related field preferred.
• Minimum 5 years of experience in administration, client services, or bookkeeping.
• Proficient in Microsoft Word, Excel, and PowerPoint.
• QuickBooks experience is a plus.
• Ability to lift 25 lbs.
• Ability to sit and stand for prolonged periods of time.
• Ability to climb flights of stairs.
• Ability to type 35+ words per minute.

Skills

• Positive, active listener, trustworthy, detail-oriented, driven/hard-working, dependable, proactive, self-motivated, collaborative, helpful, team player, organized, analytical, problem solver, continuous learner, efficient, flexible, and adaptive.
• Tech-savvy with an aptitude for learning new software systems.
• Proactive and resourceful to anticipate needs and find solutions to complex problems.
• Strong written and verbal communication.
• Excellent organization and time-management skills with the ability to coordinate multiple concurrent projects.
• Ability to work well under pressure and deadlines.
• Professional and promotes positive public relations with clients, staff, and partners.

Benefits

• Health insurance (medical, dental, vision).
• Short and long-term disability.
• Life insurance.
• Continuing professional education and training.
• Paid time off (up to 3 weeks in the first year).
• 401(k) with matching.
• Career advancement opportunities.
• Flex time policy.