Administrative Assistant

Job Description

Job Description

Job Summary:

The Administrative Assistant is responsible for providing comprehensive administrative support to ensure the smooth operation of the office. This role involves a wide range of duties, including client communication, document management, formatting financial statements, scheduling, and assisting with various accounting tasks. The ideal candidate will be detail-oriented, organized, and able to handle multiple tasks efficiently.

Key Responsibilities:

1. Client Communication:
• Answer and direct phone calls in a professional manner.
• Greet clients and visitors and provide them with a positive first impression.
• Handle incoming and outgoing correspondence, including mail, email, and faxes.
2. Document Management:
• Organize and maintain client files, ensuring confidentiality and security of sensitive information.
• Prepare, proofread, and edit documents, reports, and presentations.
• Assist with the preparation and filing of tax documents and financial statements.
3. Scheduling and Coordination:
• Manage calendars for partners and staff, scheduling appointments and meetings.
• Coordinate travel arrangements and itineraries for staff members.
• Organize and coordinate firm events, meetings, and conferences.
4. Office Administration:
• Maintain office supplies and inventory, placing orders as needed.
• Ensure the office is clean, organized, and properly equipped.
• Assist with general office duties, such as photocopying, scanning, and filing.
5. Accounting Support:
• Assist with basic accounting tasks, including data entry and reconciliation.
• Help the accounting team with formatting financial statements in Caseview system.
• Help prepare invoices, process payments, and manage accounts receivable/payable.
• Support the accounting team during tax season and other peak periods.

Qualifications:

• High school diploma or equivalent; associate degree or higher in a related field preferred.
• Proven experience as an administrative assistant or in a similar role, preferably in a CPA firm, accounting or financial services environment.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with accounting software Caseview.
• Excellent verbal and written communication skills.
• Strong organizational and time management skills, with the ability to prioritize tasks effectively.
• Attention to detail and accuracy in all aspects of work.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Professional demeanor and positive attitude.

Crete Professionals Alliance is an equal opportunity employer, considering all applicants for employment regardless of race, color, religion, sex, gender identity, pregnancy, national origin, ancestry, citizenship, age, marital status, physical disability, sexual orientation, genetic information, or any other characteristic protected by state of federal law.