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Administrative Assistant

1 month ago

Oakland, United States Mowat Mackie & Anderson LLP Full time
Job DescriptionJob DescriptionSalary: $30 - $32 per hour

Mowat Mackie & Anderson LLP is looking to add a bright, resourceful, and organized Administrative Assistant with a minimum of 5 years of experience to add support for the Partners, tax staff, and administrative team. This position requires an ability to take initiative, attention to detail, ability to learn quickly, ability to build internal relationships, ability to work with senior leadership, excellent communication skills, and prioritize daily tasks. The position is 100% in the office and is 32 hours per week except for January, February, March and April, when the hours flex to 40 hours per week.


 Meet Mowat Mackie & Anderson LLP


MMA is a dynamic and responsive, high-value CPA firm that serves closely-held businesses, high net worth individuals, trusts and estates, and other clients throughout California and globally.


We have active and engaged employees and support our team with a robust benefits package as well as numerous perks and additional benefits. Including team activities, training, education stipends, and support for community involvement. Additional benefits include competitive compensation, 401(k) and profit-sharing, and medical/dental/vision, short-term and long-term disability insurance.


This is an ideal position for a smart, motivated individual who is passionate about delivering strategic value in a fast-paced, collaborative environment. A strong ability to take charge and meet tight deadlines will ensure your success in this multi-faceted role. 


 On any given day, you'll be doing one or all of these things:


  • Answers phones for the Firm and staff. Takes messages or fields/answers all routine and non-routine questions. Works in cooperation with other administrative assistants to cover phones.
  • Welcomes and assists clients by answering questions and requests.
  • Maintains supplies inventory by checking stock to determine inventory levels; anticipates needed supplies; verifying receipt of supply order.
  • Stocks, organizes and maintains kitchen; stock paper in printers and organizes conference rooms.
  • Ensures operation of equipment by completing preventive maintenance requirements; maintain equipment inventories.
  • Assists with sorting mail (both outgoing and incoming), including certified and FedEx.
  • Schedules and organizes complex activities such as meetings, catering, and department activities for all members of the Firm.
  • Responds to regularly occurring requests for information.
  • Works independently and within a team editing and formatting client financial statements (FS) generated by the tax staff.
  • Processes the assembly of client hard copy FS while maintaining Firm FS standards.
  • Assembles confidential tax returns and packages for clients.
  • Bookmarking online tax returns for clients using Adobe Acrobat.
  • Scans confidential client tax documents and uploads the information to the database.
  • Prioritize and coordinates division of workload with the other administrative assistants.
  • Types and designs general correspondences, memos, charts, tables, graphs, etc. Proofreads copy for spelling, grammar, and layout, making appropriate changes. Responsible for accuracy and clarity of final copy.
  • Contributes to team effort by accomplishing related tasks as needed.


Desired Skills and Experience


  • Minimum of 5 years of administrative support experience, ideally with a professional services firm
  • Minimum BA/BS degree
  • Proficient in Microsoft Office suite
  • Excellent proofreading abilities
  • Strong interpersonal, customer service and communication skills
  • Able to efficiently multitask and prioritize workload
  • Comfortable receiving feedback
  • Ability to be flexible in response to changing priorities and needs
  • You are highly collaborative and team-oriented
  • Ability to work under pressure in a deadline-oriented business.
  • You work well with little direction but know when to ask for help and keep your team informed


 Do you fit this description?


  • Experienced and highly motivated
  • Intellectually curious
  • Looking for a challenging and stimulating environment
  • Prefers a workplace that provides autonomy and rewards independent and critical thinking
  • Goes beyond ordinary compliance to provide outstanding service to clients


If so, you’d fit right in at MMA – and we’d like to speak with you


We take great pride in delivering the highest-quality service and are listed as one of the Top Ten East Bay Area accounting firms.