Administrative Assistant

3 weeks ago

Houston, United States PKF Texas Full time

*Please note, this role will be full in office until training is complete. Once training is complete the department lead will determine when the position will be eligible for hybrid work.


Job Summary:

Assist Directors, Senior Managers and Managers on a wide variety of responsibilities. Daily administrative tasks include preparation and transmittal of correspondence and creation or reproduction of other documents or presentation material as necessary, scheduling appointments, updating department calendar. Responsibilities also include coordination of catering arrangements for office functions, as appropriate, assisting with travel arrangements, scheduling of departmental meetings, and posting in Practice of department time and expense reports. Setting up and maintaining client and contact information. Provide assistance in orientating new administrative staff for the department. Cross-train other administrative staff in the department. Maintain Schedule calendar. Ordering and maintaining office supplies for the department. Answer all incoming calls with a professional voice and manner. Greet visitors to the firm in a professional demeanor. Perform housekeeping as needed after meetings to ensure the area is presentable for the meeting. Maintain Due Date Calendar.

Essential Duties & Responsibilities:

The duties of this position will vary by department. Specific responsibilities will be assigned depending on the work therein. While this position may not perform each of these functions, the person must be capable of performing them:

Knowledge Capital & Technical Abilities

  1. Ability to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.
  2. Ability to make well thought out decisions and effectively multi-task. Focuses on executing and achieving results in a timely manner through and with others. Proactively seeks knowledge, new tasks, and responsibilities.
  3. Performs assigned tasks in an engagement or project to assist in the completion of client service work, including but not limited to typing, copying, and binding financial statements, proposals, reports, and miscellaneous items. Ability to establish workload priorities and perform assigned tasks on engagements or projects in a timely manner.
  4. Responsible for knowing and understanding the Firm’s service approach, professional requirements, and lines of business. Asks appropriate questions and requests supervision when in need of assistance.
  5. Ability to effectively communicate, both verbally and written. Answers telephones and routine questions or route calls to appropriate staff members. Composes and types all types of correspondence. Proofreads and corrects drafts for grammar, punctuation, spelling, and addition, in order to produce error-free work.
  6. Ability to organize and maintain files, schedules, appointments, and calendars for departments, Directors, or staff. Arranges for meetings and conferences. Maintains files of correspondence and other records, as well as controls files of matters in progress. Receives, reads, and routes incoming mail to Director or department staff.


Skills, Education and/or Experience:


  1. Minimum of an associate or bachelor’s degree in related discipline or equivalent work experience with approximately 1-3 years of experience preferred; Human Resources or recruiting-related experience a plus.
  2. High attention to detail
  3. Experience with Data Entry
  4. Experience with light Accounts Receivables
  5. Ability to effectively use Adobe, Outlook, Microsoft Teams, SharePoint, and Microsoft Office including Word, Excel, and PowerPoint.
  6. Advanced experience in Microsoft Word
  7. Strong communication, interpersonal, teamwork, and organizational skills including effective writing and speaking skills as well as the flexibility to accommodate different personalities and professional work styles.
  8. Strong project management skills with the ability to organize work and projects, prioritize and meet deadlines. Ability to complete work in an efficient and accurate manner.
  9. Ability to be team-oriented, organized, dependable, trustworthy, and able to multi-task.


Physical Demands and Work Environment

The employee frequently is required to walk, sit, and talk or hear. Since a majority of the work at this level is on the computer, the individual must be able to sit for long periods of time. The employee is occasionally required to stand; walk; reach with hands and arms; and stoop, kneel, crouch, or crawl. The employee must regularly lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, and ability to adjust focus to work with PC. The noise level in the work environment is usually moderate. The physical demands and work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.


This job description reflects management’s assignment of essential functions but does not restrict the tasks that may be assigned. PKF Texas. reserves the right to amend or otherwise assign any and all duties and responsibilities it deems necessary to meet the needs of its business.

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