Administrative Assistant

We are seeking a highly organized, detail-oriented Administrative Assistant to provide dedicated support to a Partner at our tax firm. This role is integral to ensuring smooth daily operations, exceptional client service, and efficient workflow management. The ideal candidate is proactive, professional, and comfortable handling sensitive information in a fast-paced environment.

• Manage the Partner’s calendar, including scheduling client meetings, internal meetings, and deadlines.
• Coordinate meetings and partner's schedule.
• Keep organizational meeting notes and follow up with potential new clients.
• Coordinate travel arrangements and prepare detailed itineraries.
• Screen and prioritize emails, calls, and requests on behalf of the Partner.
• Maintain task lists and follow up to ensure timely completion of action items.

• Serve as a primary point of contact for client inquiries; provide prompt and courteous communication.
• Assist in the preparation, proofreading, and formatting of tax documents, proposals, and correspondence.
• Track engagement deadlines, filing dates, and client deliverables.
• Collect, organize, and maintain client documentation and confidential records in compliance with firm policies.

• Prepare meeting materials, agendas, and minutes; ensure relevant documents are ready ahead of time.
• Maintain organized digital and physical filing systems.
• Support billing and invoicing processes, including time entry, invoice preparation, and follow-up.
• Coordinate with internal teams, including accounting, operations, and other partners, to facilitate workflow.
• Assist with onboarding new clients and managing engagement letters.

• Monitor project timelines, tax season workflows, and key deadlines.
• Help manage document flow for review, approval, and filing.
• Coordinate work between the Partner, staff accountants, and external contacts.

• 2–5 years of administrative or executive assistant experience, ideally in a professional services environment (tax, legal, finance, consulting, etc.).
• Excellent organizational skills with the ability to manage multiple priorities.
• Strong written and verbal communication abilities.
• High level of professionalism and discretion handling confidential information.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and PDF editing tools.

• Bilingual, Spanish and English 

Key Attributes

• Detail-oriented and thorough, with strong follow-through.
• Proactive problem-solver who anticipates needs before they arise.
• Calm under pressure, especially during peak tax season.
• Team-oriented, but capable of working independently.
• Strong interpersonal skills and client-service mindset.
  

• Competitive salary based on experience.
• Full benefits package (health, PTO, 401(k), etc.).
• Opportunities for professional development and advancement.

Position hours would be 9 am to 6 pm M-F on-site with occasional overtime during tax deadlines.