What are the responsibilities and job description for the Administrative Assistant position at Sams IV CPA?
**About Us**
We are an established and growing CPA firm located in Clearwater, serving clients across the US and abroad. We specialize in corporate and personal tax planning and preparation, accounting, litigation support, CFO outsourcing, and other consulting services. We are not your typical firm — we are a business that happens to be in the business of offering public accounting services, and we treat every client relationship as an opportunity to deliver exceptional value.
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**The Role**
We are looking for a motivated, self-starting Administrative Specialist to join our Clearwater team. This is a cross-functional role that will touch nearly every part of our operations — from direct client support to calendar management to business development assistance. If you thrive in a fast-paced environment, love solving problems before they become problems, and enjoy building relationships with clients, this role was built for you.
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**What You'll Do**
- Manage the calendar of the firm president, including scheduling and confirming daily meetings and phone calls
- Serve as a primary point of contact for clients via phone and in person, delivering a warm, professional experience at every touchpoint
- Onboard new clients and manage engagement letters and client data in our CRM
- Handle email inbox management, including categorization of incoming messages and taking action where needed
- Review meeting notes for action items and schedule follow-up appointments with clients as needed
- Obtain missing documents and other items needed for project work
- Assist with digital filing, answering phones, transferring calls, and other administrative functions
- Identify opportunities to expand client relationships and communicate service offerings where appropriate
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**Who You Are**
- A critical thinker who can assess situations quickly and act with confidence
- Highly organized and able to manage multiple priorities without dropping the ball
- An excellent communicator — clear, professional, and personable by phone, email, and in person
- Detail-oriented and accurate, especially when handling sensitive client information
- Flexible and calm under pressure, since situations can arise and change quickly
- Sales-minded — you naturally look for ways to better serve clients and aren't shy about highlighting the value our firm provides
- Tech-savvy and comfortable in a paperless office environment
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**Experience & Requirements**
- 3–5 years of experience in a similar administrative role preferred
- Previous experience in a CPA or professional services office is a plus, but not required
- Proficiency in Office 365 (Outlook, Word, Excel, OneNote, Teams) and Zoom
- Familiarity with any of the following is strongly preferred: TaxDome, Thomson Reuters, ChatGPT, and QuickBooks Online
- Knowledge of the Clearwater/Pinellas County area is helpful for scheduling and travel coordination
- At least two professional references required
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**Compensation**
Pay is competitive and commensurate with experience and overall fit for the position.
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*If you are someone who takes ownership, communicates with confidence, and genuinely enjoys helping people — we'd love to hear from you.*
Job Type: Full-time
Job Type: Full-time
Pay: $40,000.00 per year
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Work Location: In person