What are the responsibilities and job description for the Executive Assistant position at Symphona?
Summary of Responsibilities: The Executive Assistant holds one of the most critical roles within the firm, serving as the primary face and voice of Symphona. This team member is responsible for answering telephones, greeting clients and visitors, handling mail, and providing essential support to ensure the smooth operation of our office. The Executive Assistant embodies our firm's values and goals through professional communication and fostering positive working relationships.
Essential Functions:
Essential Functions:
- Answer telephones promptly and transfer calls efficiently using a multi-line telephone system.
- Receive and transmit telephone messages accurately and promptly.
- Greet and escort clients and visitors in a professional and friendly manner, offering hospitality services.
- Make copies of correspondence and other printed materials as requested.
- Receive, sort, and distribute mail promptly.
- Handle outgoing shipments using services such as Federal Express and UPS.
- Scan work papers into designated locations on the server or cloud.
- Serve as a backup to the Tax and Audit & Assurance Executive Assistants as needed.
- Prepare reports and projects as requested by Partners or the Chief Operating Officer.
- Develop and adhere to personal priority goals.
- Process daily electronic deposits.
- Run errands using personal vehicle as requested.
- Maintain office and kitchen supplies for the location.
- Order express shipment supplies.
- Add new clients to Practice CS and update client information.
- Ensure work areas are prepared for new employees' first day, coordinated by HR Manager.
- Input client-related expenses into Practice CS as requested.
- Participate in community events as needed.
- Perform other duties assigned by Partners and/or Chief Operating Officer.
- Attend Firm Wide Functions as requested.
- Prepare firm-wide office supply list and place orders.
- Maintain Partners' calendars as requested.
- Maintain Conference Meeting Room calendars as requested.
- Handle e-filing and/or extensions as needed by location.
- Stock refrigerators with drinks by location.
- Supervise all seasonal administrative team members.
- Participate in other administrative activities as requested.
- Set up and participate in departmental events as requested.