TBS Executive Assistant

Symphona - Savannah, GA

Full-time

Savannah, GA

About the position

The TBS Executive Assistant plays a crucial role in supporting the administrative functions of the TBS personnel, particularly in relation to tax-related tasks. This position involves processing and assembling tax returns, which is essential for the firm's operations. The Executive Assistant is expected to uphold the firm's goals and values through professional communication and by maintaining positive working relationships with all team members. The role requires a high level of organization and efficiency, particularly in managing various administrative tasks that contribute to the overall productivity of the firm. In addition to tax return processing, the Executive Assistant is responsible for managing the firm's time and billing system, which includes adding, maintaining, and revising projects and engagements. The role also involves generating tax return status reports and distributing them to Partners, Directors, and Managers as needed. The Executive Assistant will compose and type routine correspondence, organize and maintain the online Document Management system, and ensure that all correspondence and records are filed appropriately. The position requires the ability to coordinate and schedule appointments, greet visitors, and manage incoming and outgoing mail. The Executive Assistant will also prepare outgoing mail, including emails and faxes, and may be tasked with preparing letters for extensions to the IRS. Additional responsibilities include providing backup support for the Executive Assistant, running errands as needed, and participating in community involvement activities. The role may also involve supporting departmental goals and participating in events organized by the firm.

Responsibilities

• Processes and assembles tax returns.
• Adds, maintains, and revises projects and engagements in the Firm's time and billing system.
• Generates tax return status reports and distributes them to Partners, Directors, and Managers as requested.
• Composes and types routine correspondence.
• Organizes and maintains the online Document Management system, filing correspondence and other records as necessary.
• Scans documents into the firm's software.
• Generates other project tracking reports for Partners, Directors, and/or Managers.
• Generates additional needed reports as requested by Partners, Directors, and/or Managers for TBS related items.
• Coordinates, schedules, and makes appointments as needed and requested.
• Greets scheduled visitors and conducts them to the appropriate area or person.
• Makes copies of correspondence or other printed materials as requested.
• Routes incoming and outgoing mail from office(s).
• Prepares TBS outgoing mail and correspondence, including emails and faxes.
• Prepares letters for extensions to the IRS.
• Provides backup support for the Executive Assistant as needed.
• May be asked to run errands using a personal vehicle.
• Develops personal priority goals and adheres to them.
• Supports departmental goals, policies, and guidelines.
• Assumes responsibilities as a 'champion' in specific departmental software applications.
• Sets up and participates in departmental events as requested.
• Participates in other administrative activities or duties as requested.

Requirements

• Experience in processing and assembling tax returns.
• Proficiency in Microsoft Office Suite, particularly in Word and Excel.
• Strong organizational skills and the ability to multi-task effectively.
• Experience with time and billing systems is a plus.
• Ability to maintain positive working relationships with team members.
• Excellent communication skills, both written and verbal.
• Experience in an accounting firm is a plus.

Nice-to-haves

• Familiarity with Practice CS and Ultra Tax software.
• Experience in community involvement activities.