Administrative Assistant

About the position

The Administrative Assistant will serve as the primary face of a boutique CPA firm located in Gilbert, Arizona. This role involves coordinating tax business operations, managing client communications, scheduling meetings, and performing various office administrative duties. The position emphasizes customer service, professionalism, and a friendly demeanor, as the assistant will frequently interact with clients and represent the firm.

Responsibilities

• Create and maintain operational efficiency for the partners of the firm by handling all administrative related tasks.
• Schedule client meetings (both in person and video conferencing), travel arrangements, and maintain partner's calendars.
• Greet clients, respond to new client inquiries, and answer/return phone calls.
• Serve as gatekeeper/liaison between vendors/clients and firm's partners.
• Organize documents and coordinate return of records to clients.
• Open lobby at 8:00 am and close at 5:00 pm daily.
• Maintain office - order supplies, light janitorial service, trash collection, ensure kitchen and conference rooms are stocked and clean, and coordinate all building repair/maintenance services.
• Manage postage and handling with post office, FedEx, and UPS.
• Manage new client onboarding and maintain our sales pipeline.

Requirements

• Previous experience as a Receptionist, Personal or Administrative Assistant, or Office Manager is preferred; minimum of 2 years.
• Experience working in a professional service firm (i.e. legal, accounting, etc.) is preferred.
• General knowledge of tax and accounting is preferred.
• Excellent communication, social, and customer service skills.
• Strong organizational skills, attention to detail, sound judgment, and time management skills with the ability to prioritize.
• Strong understanding of technology, including MS Office, Google Suite, and various video conferencing software.
• Ability to maintain a high degree of confidentiality and retain the trust of the owner.
• Hardworking, dependable, reliable, self-motivated, and responsible.
• Professional appearance and phone/email etiquette.

Nice-to-haves

• Experience in office management (3 years required).
• Experience in front desk operations (3 years required).
• Experience with Microsoft Office (3 years preferred).

Benefits

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance