Executive Admin Assistant

$45,000 - $45,000/Yr

Nextgen Tax Services - Tulsa, OK

Full-time - Entry Level

Tulsa, OK

Professional, Scientific, and Technical Services

About the position

NextGen Tax Services PLLC is seeking an Executive Admin Assistant to join our rapidly growing CPA firm located in Tulsa, OK. This position is integral to the management team, providing essential administrative support to the Accounting Manager and Tax Manager. The ideal candidate will have a minimum of 5 years of administrative experience, particularly in a fast-paced professional environment, and will possess excellent verbal and written communication skills. The Executive Admin Assistant will be responsible for managing multiple projects and competing priorities, ensuring that the managers can focus on their core responsibilities without being bogged down by routine administrative tasks. In this role, you will serve as the point person for the Accounting Manager and Tax Manager, coordinating closely with both team members and external clients. Your responsibilities will include managing calendars, scheduling meetings, preparing for meetings, and following up on action items. You will also handle email correspondence, manage phone calls, and maintain thorough digital itineraries for all meetings. The ability to work independently and exercise discretion is crucial, as you will be dealing with confidential and sensitive matters on a daily basis. The ideal candidate will be highly organized, detail-oriented, and capable of building strong relationships with clients and team members alike. You will need to demonstrate poise under pressure and possess exceptional collaborative skills. This position offers a unique opportunity to grow with the firm as we continue to expand our client base and service offerings. If you are a proactive problem-solver who thrives in a dynamic environment, we encourage you to apply and become a part of our mission to disrupt the accounting and tax industry.

Responsibilities

• Provide effective administrative support to the Accounting Manager and Tax Manager.
• Manage the calendar for each manager to schedule internal and external team meetings.
• Maintain thorough digital itineraries, including contact numbers, locations, and contact names for all meetings.
• Complete daily briefings with the managers to ensure time-sensitive matters are addressed.
• Review, manage, and independently respond to the manager's email as appropriate.
• Identify emails that require the attention of the manager and label them appropriately for the manager's review.
• Monitor incoming telephone calls, manage independently when possible, take messages, and return calls as needed and requested.
• Place outgoing calls and maintain a record of calls.
• Accept performance-based course correction and direction.
• Provide minimal personal assistance, including ordering team meals and running errands.

Requirements

• 5+ years of administrative experience supporting C-level executives or 8+ years of related work experience.
• Excellent verbal and written communication skills.
• Ability to deal with confidential and sensitive matters in a professional manner.
• Ability to exercise discretion and independent judgment with respect to prioritization of appointments.
• Thorough knowledge of office administration, policies, practices, and procedures.
• Proficient in Gmail and Microsoft Office Suite.
• Strong organizational skills and attention to detail.

Nice-to-haves

• Bachelor's degree preferred.
• Experience in a CPA or tax firm environment.
• Creative thinking skills and a strong commitment to client service.

Benefits

• Dental insurance
• Employee discount
• Health insurance
• Life insurance
• Paid time off
• Professional development assistance
• Referral program
• Vision insurance