Position responsibilities:

• Develop and maintain strong rapport with clients, providing exceptional service and support.
• Correspond with clients through written and verbal communication and greet clients in person as needed.
• Prepare, edit, and track engagement letters accurately and efficiently.
• Manage calendar appointments and coordinate meetings for multiple partners.
• Schedule and organize complex activities such as meetings, travel arrangements, conferences, and departmental events.
• Create, revise, and design PowerPoint presentations for various purposes.
• Utilize CRM tool (HubSpot) to manage prospects and leads efficiently.
• Complete client setup forms for new clients and engagements.
• Handle confidential correspondence and files with discretion.
• Prepare expense reports and assist with invoicing and accounts receivable support.
• Proofread and prepare correspondence including client engagement letters and response letters to IRS and various tax authorities.
• Act as a change agent for implementing new processes within the department and guide team members accordingly.
• Manage due date reporting to meet IRS/Tax authority deadlines.
• Conduct data management and cleanup of projects in applications.
• Coordinate receipt of signed e-File authorizations and follow up on missing forms required for e-filing.
• Assist in the delivery of tax returns not handled by the centralized delivery team.
• Generate reports using various programs and create reports in Microsoft Excel with intermediate formulas, charts, and graphs.
• Support with processing certified mail and coordinate catering for team meetings and events.
• Occasionally assist in front desk/receptionist rotation.
• Scan client documents and consolidate filing.
• Participate in standby national pool support as needed.
• Undertake ad-hoc tasks and other unique duties as assigned to support the overall objectives of the team and supported leaders.

Qualifications:

• High school diploma or equivalent; additional certification in office management is a plus.
• Proven experience as an administrative assistant or relevant administrative role.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Familiarity with CRM tools, preferably HubSpot.
• Strong interpersonal and communication skills, both written and verbal.
• Exceptional organizational and time-management skills.
• Ability to multitask and prioritize tasks effectively.
• Discretion and confidentiality when handling sensitive information.
• Detail-oriented with a commitment to accuracy.
• Ability to adapt to changing priorities and work in a fast-paced environment.

Preferred Qualifications:

• Previous experience in a similar role within the financial, legal, or professional services industry.
• Familiarity with tax-related processes and procedures.