Senior Administrator, RFH Outsourcing

Responsibilities

• Provide support to multiple partners and directors; work independently, proactively manage workloads, and track project timelines
• Plan and coordinate various meetings 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 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
• Coverage of 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

Qualifications

• 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
• Proactive and able to anticipate the needs of the executives
• Able to multitask and prioritize tasks effectively
• Able to adapt to changing priorities
• Able to work independently and as part of a team
• Able to work in a fast-paced environment
• Able to always maintain a high level of professionalism
• Consistently demonstrates high-quality work and strong working relationships
• Able to work a flexible schedule and overtime as needed

Benefits

• 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
• Incentive compensation related to origination of new client sales
• Top rated wellness program
• Flexible working environment including remote and hybrid options