Administrative Assistant

Position Summary: The Accounting and Assurance (A&A) Department Assistant provides administrative support to multiple A&A principals and senior managers. This position plays a critical role in coordinating workflows, managing client-facing documents, and supporting the operational needs of the A&A department.

Essential Duties and Responsibilities:

Document and Financial Statement Management

• Proofread, format, and edit financial statements to ensure accuracy.
• Copy and bind financial statements, proposals, and audit presentations.

Client Correspondence

• Prepare and distribute various client-related documents, including engagement letters, welcome letters, management letters, and representation letters.

Scheduling and Tracking

• Monitor A&A engagements in scheduling software to ensure timely progress and completion.

Administrative Support

• Provide administrative support to assigned principals and senior managers, including:
• Billing assistance.
• Travel arrangements.
• Document management, including copying, scanning, and filing.
• Coordinating daily mailings, FedEx, and courier deliveries.
• Organize meetings, order lunches, and support internal communications.
• Prepare daily deposits and assist with building facilities as needed.

Systems Coordination

• Serve as the primary point of contact for:
• Confirmations (BankVod).
• File finalizations, tracking, and rollovers.
• AuditDashboard, including uploads, downloads, and rollovers.

Team Collaboration

• Assist with e-filing tax returns.
• Answer calls on a multi-line phone system and meet and greet clients upon arrival.
• Generate reports and other requested documents.
• Provide backup support to administrative colleagues as needed.

Other Responsibilities

• Perform additional duties as assigned to meet department and firm needs.

Knowledge, Skills and Abilities:

• High attention to detail and strong organizational skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).
• Excellent written and verbal communication skills.
• Ability to manage multiple tasks and prioritize effectively in a fast-paced environment.

Education and Experience Requirement:

• Minimum of three years administrative experience.
• Professional services experience preferred.
• High School Diploma or GED required.