Administrative Assistant I

The Administrative Assistant I provides day-to-day support to the firm under the close direction of the Administrative Manager and more experienced administrative team members. Individuals in this role are developing foundational proficiency in the firm’s administrative processes, tools, and client service standards, with an emphasis on accuracy, responsiveness, and follow-through. The role is entrusted with maintaining strict confidentiality regarding Firm and Client matters and contributes to a welcoming, well-organized office environment that supports the productivity of the broader team.

Responsibilities

Provides reception coverage as scheduled and supports a professional, welcoming front desk experience; Helps maintain the reception area and common spaces to ensure they are client-ready; Receives, posts, and distributes mail, packages, and faxes; coordinates courier or specialty mail services as directed; Assists with monitoring inventory of office supplies, kitchen supplies, beverages, and snacks; Processes incoming tax documents by sorting and preparing files for scanning; Assists with scanning, filing, and organizing physical and digital client records; Assembles tax returns and client deliverables for paper or electronic distribution; Assists with sending tax returns, 1099s, and related documents through efile systems and tracks acknowledgments under guidance; Helps prepare and distribute engagement letters, tax organizers, and routine client correspondence; Drafts basic correspondence, schedules meetings, and takes meeting minutes as requested; Enters and maintains accurate client contact information and communication preferences in firm systems; Provides administrative support to partners and staff as requested; Performs other duties as assigned to build proficiency across the administrative function

Requirements

High school diploma or equivalent; 0–1 year of general administrative or office experience, or an equivalent combination of education and experience; Working knowledge of Microsoft Office programs, especially Word and Outlook; Developing organizational skills with the ability to follow direction and prioritize assigned work; Solid written, proofreading, and oral communication skills; Applicants must be currently authorized to work in the United States on a full-time basis

Nice to have

Associate’s degree (A.A.) from a two-year college or technical school; Exposure to accounting software programs such as Karbon, GoFileRoom, TaxCaddy, SurePrep, Engagement Manager, or UltraTax

Benefits

20 days of PTO plus 9 paid holidays; Firm paid for medical plans, HSA and FSA options, Dental, Vision, and Nice Healthcare; 401(k) with a company safe harbor contribution, Identity Protection, and more; CPA assistance and completion bonus, access to Becker learning platform, and tuition reimbursement; Opportunities for in-office, hybrid, and remote work arrangements depending on role and location