Part-Time Administrative Specialist

About the role

The Administrative Specialist supports client service professionals with administrative tasks, monitors reports, handles front reception, prepares and meters postal mail, schedules and organizes office meetings, and serves as a support role in finalizing professional documents.

Responsibilities

• Support client service professionals with administrative tasks, such as drafting letters, running reports, communicating with clients, and scanning documents for filing or processing.
• Monitor reports and follow up with clients to ensure that returns are filed on time.
• Handle front reception, answering phones, and direct calls for multiple locations.
• Prepare and meter postal mail, including mail runs to the post office.
• Schedule and organize office meetings, including making catering arrangements, set up, and cleanups.
• Serve as a support role in finalizing professional documents to be delivered to clients.
• Perform other administrative or firm tasks based upon interest and need.

Requirements

• Demonstrated proficiency in MS Windows, Adobe and Office suite.
• Comfortable with technology tools and able to quickly grasp and become proficient in a variety of software applications.
• Demonstrated time management skills, ability to prioritize, and adapt to change.
• Excellent oral communication and organizational skills.
• Desire to be a self-starter who will see opportunities to add value beyond an assignment and will run projects through to completion.
• Attention to detail and ability to multi-task without sacrificing accuracy.
• Critical thinking skills and ability to modify procedures or resources to fit the needs of the task or situation.
• Willingness to perform under pressure when deadlines call for swift action.
• Collaborative and effective in working with different leadership styles and a variety of individuals at all levels within the organization.
• Maintain confidentiality.

Qualifications

Flexible schedule, ideally working during core hours of 10:00am - 4:00pm, four to five days a week, with the ability to adjust hours up or down based on weekly or monthly requirements, such as increased support during busy tax seasons or covering for other staff absences.

Skills

• Proficiency in MS Windows, Adobe and Office suite.
• Technology tools and ability to quickly grasp and become proficient in a variety of software applications.
• Time management and prioritization skills.
• Oral communication and organizational skills.
• Self-starter with a desire to add value beyond assignments.
• Attention to detail and multi-tasking abilities.
• Critical thinking and ability to modify procedures or resources.
• Willingness to perform under pressure.
• Collaboration and effectiveness in diverse leadership styles.
• Confidentiality maintenance.

Benefits

• Excellent pay and flexibility.
• Depending on hours worked, you may be eligible for benefits including health, dental, vision, life, and disability insurance, 401k, profit sharing, holidays, and paid leave.