Stanza Tax Services - San Pablo, CA

posted 3 days ago

Full-time - Entry Level
San Pablo, CA

About the position

The Executive Administrative Assistant plays a crucial role in supporting the executive team by ensuring the smooth operation of the office through various administrative tasks. This position requires strong organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced environment. The ideal candidate will be proactive, possess excellent communication skills, and be willing to take initiative in their work.

Responsibilities

  • Work with Quickbooks to categorize bank transactions for multiple accounts.
  • Run payroll in Quickbooks for various clients on a weekly and bi-weekly basis.
  • Run account reconciliations for multiple accounts on a monthly basis.
  • Produce profit and loss reports.
  • Perform data entry into tax preparation software.
  • Follow verbal and written instructions accurately.
  • Provide comprehensive administrative support to executives, including managing calendars, scheduling meetings, and coordinating travel arrangements.
  • Serve as the first point of contact for visitors and clients at the front desk, ensuring a professional and welcoming atmosphere.
  • Maintain organized filing systems and ensure that all documents are accurately filed and easily accessible.
  • Assist in project coordination by tracking deadlines, preparing reports, and facilitating communication among team members.
  • Proofread documents for accuracy and clarity before distribution or presentation.
  • Handle customer service inquiries with professionalism, addressing concerns promptly and effectively.
  • Utilize Google Suite and other office management tools to enhance productivity and streamline processes.
  • Support office management tasks such as ordering supplies, maintaining equipment, and ensuring a clean work environment.

Requirements

  • Proven experience in an administrative role or office management position is preferred.
  • Knowledge of Quickbooks software.
  • Experience working with tax preparation software preferred but not required.
  • Strong organizational skills with the ability to prioritize tasks effectively.
  • Excellent proofreading abilities with a keen eye for detail.
  • Proficiency in computer literacy, particularly with Google Suite applications (Docs, Sheets, Drive).
  • Experience in project coordination is a plus.
  • Exceptional customer service skills with a friendly demeanor when interacting with clients and colleagues.

Nice-to-haves

  • Experience in tax preparation is a plus.
  • Passion for learning and willingness to invest in professional development.

Benefits

  • Professional development assistance
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