Job Details

Job Summary:

We are seeking a highly organized and detail-oriented self starter to join our accounting firm. The ideal candidate will provide critical administrative support to ensure the smooth operation of our office and assist with managing sensitive financial documents. This position plays a key role in supporting accountants and partners by maintaining efficiency in communication, scheduling, and client service.

Key Responsibilities:

• Answer and direct phone calls and emails in a professional manner, often dealing with clients regarding financial appointments or documentation
• Greet and assist clients with professionalism and discretion
• Schedule client meetings, manage calendars for accountants and partners, and coordinate conference calls
• Maintain and organize confidential financial and tax-related files (both physical and digital)
• Prepare and proofread financial correspondence, invoices, reports, and client letters
• Assist with processing incoming client financial documents and ensure proper tracking and filing
• Order and manage office and tax season supplies
• Perform general clerical duties such as photocopying, scanning, and data entry
• Assist with billing, tracking client engagements, and maintaining client records in firm databases
• Support internal teams and communicate with clients and vendors as needed

Requirements:

• Previous experience as a secretary or administrative assistant, preferably in a professional services or financial environment
• Proficient in MS Office (Word, Excel, Outlook, PowerPoint); knowledge of accounting software (QuickBooks, Tax software, etc.) is a plus
• Excellent communication skills, both verbal and written
• Strong organizational and multitasking abilities
• High level of professionalism and ability to handle confidential information appropriately
• High school diploma required; administrative or business training preferred

Preferred Qualifications:

• Associate`s or Bachelor`s degree in Business Administration, Office Management, or related field
• Experience in an accounting firm or financial services environment
• Familiarity with scheduling during peak tax seasons and understanding of basic financial terminology
• Knowledge of practice management software such as CCH, Thomson Reuters, or similar platforms

Benefits:

We offer a competitive salary and benefits package, including medical, dental, vision, life insurance, a 401(k) plan with company match, paid time off and opportunities for further development.