Admin Assistant

3 weeks ago

Anaheim CA United States Ultimate Staffing Full time

We are seeking a Administrative Assistant who will be responsible for providing day-to-day administrative support to assigned Partners and Senior Managers and their respective department. This position reports to the Controller and is an excellent opportunity to showcase your administrative and customer service skills.

Essential Functions:

Serves as a point of contact for clients both in the office and on the telephone, including: screening phone calls, ensuring client messages are communicated to the appropriate client service staff, and following up with clients, when appropriate.
Schedules appointments using Outlook.
Tax Return Assembly when needed as well as Back-up for Financial Statements
Composes and/or proofreads correspondence and takes responsibility for accuracy of final product.
Processes time and expense reports accurately and timely, and manages expenses and reimbursements.
Creates and maintains filing systems.
Monthly billing
Scanning of daily documents into GFR.
Coordinates travel arrangements when needed
Provides meeting, conference, and special event coordination, including: reserving conference rooms, teleconference setup, video conference setup, email announcement to meeting participants, procurement of audio/visual aids, and food and beverage service.
Develops and maintains the industry group calendar of events, if required
Special projects as assigned by the Firm
Notary for the Firm (If licensed)
Qualifications
Knowledge/Skills/Abilities:

Experience in a professional services firm a plus
Must have business knowledge
Strong attention to detail and accuracy
Ability to work effectively in fast-paced environment
Must have a high level of interpersonal skills
Ability to handle sensitive situations and confidential information
Client service oriented (internal and external)
Ability to multi-task and prioritize in a fast-paced environment
Efficiency with Microsoft Office and Excel
Adept at learning new technology
Excellent written and verbal communication skills
Flexibility with overtime to meet deadlines
Consistent punctuality and dependability
Work with limited direction and manage own time effectively, but able to work as a contributing member of a team
Professional appearance in accordance with business casual dress code
Minimum Position Qualifications: Minimum qualifications required for this position.

EDUCATION: High School Diploma or equivalent required, Bachelor's degree preferred.
EXPERIENCE: Minimum of 5 years of experience in an administrative assistant role preferred.
Preferred Position Qualifications:

Working knowledge of MS Office (Primarily Word, Outlook, PowerPoint and Excel, QuickBooks)
Knowledge of time record keeping software (CCH Axcess) a plus

All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, and Los Angeles County Fair Chance Ordinance. For unincorporated Los Angeles county, to the extent our customers require a background check for certain positions, the Company faces a significant risk to its business operations and business reputation unless a review of criminal history is conducted for those specific job positions.

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