Executive Assistant and Office Manager

We are recruiting for a client in Manhattan!

Role Overview

The Executive & Office Coordinator serves as the welcoming face of the firm and the primary support system for the partners and staff. This role is essential for maintaining a smooth, organized, and professional office environment. The ideal candidate is highly organized, detail-oriented, and proactive in managing daily administrative tasks, ensuring that the office runs seamlessly and that the partners' time is maximized.

Key Responsibilities

Office Administration & Reception

● Serve as the primary point of contact for clients and visitors, providing a professional and

welcoming experience.

● Manage guest access by adding visitors to the building’s security list.

● Handle the distribution of mail within the firm and manage outgoing correspondence.

● Order office supplies, maintain proper inventory of all necessary work tools, and ensure

the office is well-stocked and presentable at all times (e.g., proactive maintenance of

kitchen and common areas).

Partner Support & Task Management

● Manage email and task flow for three partners, prioritizing and organizing

communications to ensure timely responses.

● Assist partners with time entry and tracking within firm systems, ensuring accurate and

timely logging of billable hours.

● Provide general administrative support to the partners, anticipating their needs and

handling routine tasks to free up their time.

Client & Workflow Support

● Execute the end-to-end e-file process (as designed by the Operations Manager),

including sending returns to clients, collecting signatures, storing signed versions, and

releasing returns to tax authorities.

● Onboard new clients within all firm systems (e.g., Workflow, [Placeholder for Tax

Software], [Placeholder for CRM]), ensuring accurate and complete data entry.

● Assist with basic A/R tasks, such as sending gentle reminders for outstanding invoices.

Qualifications

● Previous administrative, executive support, or reception experience in a professional

office setting.

● Strong organizational and time-management skills, with the ability to handle multiple

tasks simultaneously.

● Excellent written and verbal communication skills.

● A proactive, "no task is too small" attitude, with a keen eye for detail and a commitment

to maintaining a professional office environment.

● A warm, welcoming and professional attitude, with comfort welcoming clients and setting

a tone for a positive work environment for the team.

● Proficiency in standard office software and a willingness to learn firm-specific systems

• like Workflow