What are the responsibilities and job description for the Administrative Assistant position at Pivotal Talent Search?
Join our collaborative tax operations team as an Administrative Assistant and play a key role in delivering a smooth, efficient tax season for our clients and accountants. This position is ideal for someone who enjoys organization, client service, and working behind the scenes to keep a busy professional team on track.
The Administrative Assistant will:
- Support the e-filing of federal and state tax returns
- Contact clients to gather missing information, signatures, and e-file authorizations
- Handle incoming client calls, answer questions, and guide clients through our online portal
- Download, track, and organize e-file authorization forms
- Make outbound calls to clients and assist with document retrieval
- Scan, upload, and organize tax-related documents, especially post–tax season
- Maintain accurate, well-organized digital filing systems
- Coordinate and schedule client calls and appointments for multiple accountants
- Provide office calendar support and help arrange/order office lunches
- Deliver ongoing administrative support during peak tax season and throughout the year
- Participate in off-season training to learn and support more complex tax administrative tasks
What We’re Looking For:
- High school diploma or equivalent
- 2–5 years of administrative experience in a professional, confidential environment
- At least 2 years of experience using Excel (data entry and spreadsheet management)
- Proficiency with Microsoft Office (Outlook, Word, Excel)
- Proven ability to handle confidential and sensitive information
- Comfortable with frequent phone work and direct client interaction
- Excellent attention to detail and strong organizational skills
Preferred Experience:
- Background in a tax, accounting, or law firm environment
- Familiarity with tax software, e-filing platforms, or document management systems
#PTS
Salary : $28 - $30