What are the responsibilities and job description for the Executive Assistant Office Manager position at Mazzola & Company?
About Mazzola & Company
Mazzola & Company is a full-service accounting firm serving the Greater Philadelphia area. We proudly provide bookkeeping, accounting, tax preparation, tax planning, and business consulting services to small businesses, partnerships, nonprofits, and individuals.
We are a collaborative, business-casual office that values professionalism, accountability, and exceptional client service. While tax season is fast-paced and demanding, we foster a supportive team environment where employees are encouraged to learn, grow, and make a meaningful impact.
We are seeking a highly organized Office Manager / Executive Assistant to join our team at our Olde Kensington office. This is a full-time, on-site position requiring attendance in the office five days per week. This role is ideal for someone who thrives in a fast-paced environment, enjoys managing multiple priorities, and takes pride in keeping an office running efficiently. The ideal candidate will have strong administrative experience, excellent communication skills, and a basic understanding of accounting processes.
Responsibilities
- Provide administrative support to the partners and staff, including filing, scanning, copying, document preparation, proofreading, and general office administration.
- Serve as the primary point of contact by answering and directing phone calls and managing incoming emails.
- Coordinate calendars, schedule meetings, and prepare meeting materials.
- Assist in managing day-to-day office operations and improving internal processes.
- Maintain the firm's tax return routing system and electronic filing procedures.
- Manage client communications and follow up on outstanding documentation.
- Gather and organize client financial documents, including monthly bank and credit card statements.
- Coordinate engagement letters, invoices, and document collection.
- Assist with social media management and marketing initiatives.
- Maintain organized digital client files and ensure documentation is complete.
- Support special projects and firm initiatives as assigned.
- Work both independently and collaboratively to ensure deadlines are met.
Qualifications
- 5 years of administrative or office management experience required.
- Previous experience in a public accounting, CPA, legal, or other professional services firm is strongly preferred.
- Excellent written and verbal communication skills.
- Strong organizational and time management skills with the ability to prioritize multiple deadlines.
- Exceptional attention to detail and follow-through.
- Ability to work independently while contributing to a collaborative team environment.
- Professional, resourceful, and adaptable in a fast-paced office.
- Ability to remain calm and organized under pressure, particularly during busy season.
- Basic understanding of accounting principles and office accounting procedures.
- Experience with QuickBooks Online is a plus.
- Proficiency with Microsoft Office (Outlook, Word, Excel) and the ability to quickly learn new software.
Work Environment
- Full-time, in-office position located in Olde Kensington, Philadelphia.
- Business casual office environment.
- Fast-paced and deadline-driven, especially during tax season.
- Opportunity to learn new skills and grow within a small, collaborative team.
Busy Season Requirements
Our busiest time of year is January through April. During busy season, flexibility to work additional hours is required, with an average workload of up to 50 hours per week.