Administrative Assistant

Administrative Assistant
Ramsey, NJ | In-Office (Limited Remote Flexibility After Training Period)
Accounting & Advisory Firm
Compensation: $27 to $40 per hour DOE (24-30 hours per week)

About the Role

Our client is a boutique accounting and advisory firm seeking a highly organized and proactive Administrative Assistant to support both administrative and operational functions of the business. This role plays a critical part in keeping the firm running efficiently, spanning client service, workflow management, bookkeeping support, HR administration, and process coordination. The position reports within a structured office environment and requires strong discretion when handling confidential client and financial information.

Key Responsibilities

• Manage executive calendars, client meetings, scheduling, reminders, and operational priorities.
• Oversee workflow management through Canopy (CRM and task management platform).
• Support human resources functions including onboarding, payroll administration, and employee documentation.
• Maintain client databases, master lists, and confidential tracking systems related to tax preparation, billing, and client engagement status.
• Prepare, proofread, and distribute professional correspondence, summaries, and follow-up communications.
• Collaborate with team members to improve internal processes and ensure efficient office operations.
• Support accounts receivable and collection efforts.
• Assist with bookkeeping and administrative accounting tasks as needed.
• Create and maintain process documentation as systems and workflows evolve.
• Serve as a go-to resource for technology questions and assist with troubleshooting and learning new software platforms.
• Leverage AI tools to streamline workflows, improve documentation, and enhance day-to-day operational efficiency.

Qualifications

• 7 years of experience as an Administrative Assistant, Office Manager, Practice Manager, Executive Assistant, or similar role.
• Experience with one or more CRM systems; Canopy experience is a strong plus.
• Strong technology aptitude with the ability to quickly learn new software and troubleshoot independently.
• Experience using AI tools (such as ChatGPT, Copilot, or similar) to support administrative tasks, drafting, or workflow automation preferred.
• Experience supporting bookkeeping or accounting-related functions preferred.
• Proficiency with Microsoft Office Suite, including Outlook, Word, and Excel.
• Knowledge of QuickBooks Online is a plus.
• Excellent written and verbal communication skills with strong organizational and multitasking abilities.
• Resourceful with exceptional problem-solving and analytical skills.

What They Offer

• Competitive hourly compensation of $27 to $40 per hour, depending on experience.
• Flexible scheduling for the right candidate, with standard hours of 9:00 AM to 5:00 PM.
• Part-time option available at approximately 24 to 30 hours per week, with flexibility on the number of days worked.
• Limited remote work flexibility available following training and acclimation period.
• Supportive, team-oriented culture with a commitment to professionalism and diversity.

Keywords

Accounts Receivable, Administrative Operations, AI Tools, Bookkeeping Support, Calendar Management, Canopy CRM, Client Communications, Confidentiality, Database Management, Employee Documentation, Executive Support, HR Administration, Microsoft Excel, Microsoft Office Suite, Microsoft Outlook, Microsoft Word, Multitasking, Office Management, Onboarding, Payroll Administration, Process Documentation, Process Improvement, Professional Correspondence, QuickBooks Online, Scheduling, Tax Preparation Support, Technology Troubleshooting, Workflow Automation, Workflow Management