Administrative Assistant

Administrative Assistant – Madison Office

At Lucida, we’re more than just a full-service accounting firm; we’re a community of over 100 professionals across four locations dedicated to exceptional service. As proud members of the American Institute of Certified Public Accountants, Wisconsin Institute of Certified Public Accountants, and the National Association of Certified Valuation Analysts, we support closely held companies across healthcare, real estate, construction, manufacturing, and more.

Our Madison team is growing, and we are looking for an Administrative Assistant who thrives in a fast-paced environment and can lead our office operations with professionalism and initiative.

Position Overview

The Administrative Assistant is a key member of the Madison office, responsible for managing day-to-day operations and providing high-level administrative support. This role demands strong organizational skills, discretion and the ability to anticipate office needs to ensure smooth and efficient functioning.

Duties and Responsibilities

• Lead day-to-day front office operations, including maintaining a pristine and professional reception area.
• Welcome and assist clients and visitors with a high level of hospitality.
• Answer and transfer incoming calls, exercising discretion in screening when appropriate.
• Manage office supply inventory and orders, ensuring a well-stocked and organized work environment.
• Coordinate and schedule meetings.
• Retrieve and summarize information from records, email or internal systems as needed.
• Maintain efficient filing and record-keeping systems.
• Support tax document distribution and facilitate client communications as required.
• Partner with the firm administrator to support administrative initiatives and process improvement efforts.
• Monitor and prioritize administrative requests and proactively solve problems to keep office operations on track.
• Uphold confidentiality and professionalism in handling sensitive information.
• Receive, record, organize, and distribute incoming tax documents, whether electronic or physical.
• Scan and maintain secure digital records in alignment with firm procedures.
• Assemble tax returns for delivery—print/save files, prepare tax portfolios, and ensure client-ready presentation.
• Support the timely and accurate distribution of client documents and communications.
• Assist in onboarding new tools or technologies that enhance team efficiency.
• Troubleshoot minor tech-related issues or escalate as needed.
• Perform other duties as assigned, with a proactive, service-oriented mindset.

Required Skills and Abilities

• Exceptional verbal and written communication skills.
• Strong interpersonal and customer service abilities.
• High attention to detail with excellent organizational and time management skills.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint, Teams).
• Ability to work independently and prioritize multiple tasks under pressure.
• Adaptability to thrive in a fast-paced environment.

Education and Experience

• High school diploma or equivalent required.
• Minimum of 5 years of experience in a senior administrative or office management role, ideally within a professional services environment.