Administrative Staff Supervisor/ Advisory Admin Assistant

1 month ago

Orem, United States Squire & Company PC- Full time
Job DescriptionJob Description

About Squire

Based in Orem and Salt Lake City, Squire has been a trusted advisor in financial services, specializing in tax, audit, wealth, and advisory services for over 50 years. With solid values and business acumen as our foundation, Squire's culture promotes a steadfast commitment to three core values: Personal Connection, Proactive Ownership, and Thoughtful Innovation. These principles have played a pivotal role in our enduring success, guiding us through decades of growth and evolution.

Are you passionate about driving excellence and embracing innovation? We extend an invitation to individuals who share our dedication to excellence and innovation. Join us and discover the opportunity to contribute to a professional services firm where your efforts are valued and rewarded. At Squire, we offer a supportive environment conducive to career development and advancement through structured mentoring programs. Apply now and be part of a team that fosters growth and encourages your professional development

About the role:

We are seeking an organized and detail-oriented individual to fulfill a dual role at Squire. We are looking for someone to join our team as the Administrative Staff Supervisor and Advisory Administrative Assistant.

As the Administrative Staff Supervisor, you will lead and directly supervise our talented group of administrative assistants in our Orem and Salt Lake City offices. The supervisor's overall role is to communicate organizational needs, oversee employees’ performance, provide guidance, support and identify development needs. Our Administrative Professionals are the backbone of our organization, and their success and development are critical to the Firm’s success.

As the Advisory Administrative Assistant, you will provide various important administrative, project management and other support services to department employees. The exercise of discretion and independent judgment with respect to job functions is necessary. The Administrative Assistant will also serve as a facilitator to coordinate deadlines, resolving issues directly or through others, to ensure projects are completed in a timely manner in high pressure situations. Work hours will need to be adapted and/or extended to meet project deadlines.

Responsibilities:

  • Supervise a team of Administrative Assistants from multiple practice areas.
  • Plan and lead annual administrative retreat.
  • Conduct bi-annual reviews with administrative assistants and mentor the administrative team.
  • Conduct monthly 1:1 check-ins with administrative assistants.
  • Prepare and schedule quarterly administrative meetings or trainings.
  • Work with Firm Administrator to ensure Firm objectives as it relates to Administrative Assistants are being met.
  • Assist billers in billing processes and prepare invoices and statements, if necessary. Create reports through our software program, as needed.
  • Learn essential administrative functions across Practice Areas to enable you to train Administrative Assistants in essential job functions.
  • Manage special projects and delegate to Administrative Assistants as necessary.
  • Answer phone calls; handle questions and complaints; set up and confirm appointments and meetings. Oversee the needs of any visitor to the Practice Area. Deal with complex queries on the telephone, by email and in person.
  • Completing internal projects as assigned by following up with responsible parties, meeting deadlines and providing support to employees.
  • Screen incoming correspondence, responding when appropriate or referring inquiries to employees.
  • Prepare agendas and take meeting minutes in industry groups and other meetings as necessary. Identify action items and ensure follow-up.
  • Assist in coordinating travel arrangements for conferences, meetings and events.
  • Work with MS Word, Excel, PowerPoint and other relevant software, effectively navigate and research on the internet, and use technical equipment appropriately.
  • Format and edit letters, reports, and all other correspondence from draft stage to client-ready work.
  • Run errands, lunch pick up, mail runs to local post office, etc.
  • Backup for front desk coverage
  • Coordinating work with other administrative assistants & departments

Qualifications:

  • Proven experience in a support or administrative role: 2 years
  • 2-3 years' experience in a supervisory role
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and CRM software (e.g., NetSuite CRM.)
  • Strong organizational skills with the ability to multitask and prioritize tasks effectively.
  • Excellent communication skills, both written and verbal, with a customer-focused mindset.
  • Attention to detail and accuracy in data entry and record-keeping.
  • Ability to work independently with minimal supervision and collaborate effectively in a team environment.
  • Ability to manage multiple projects at a time. 
  • Knowledge of general office practices, procedures, software and equipment; ability to learn several new computer programs quickly 
  • Excellent customer service skills and the ability to establish and maintain effective working relationships with employees, clients, and the public 
  • Associate degree preferred, but some formal education plus on the job experience is acceptable 
  • Microsoft Office: 2 years (Preferred) 

Job Status: Full Time/Hourly

Work Location: Orem preferred, open to SLC – Must be able to travel to SLC office once per week

Work Arrangements: In-office

Squire Benefits Package 

Squire takes pride in offering our benefit-eligible employees a comprehensive benefits package tailored to meet the needs of both individuals and their families. Our benefits program is designed to provide peace of mind and ensure access to quality healthcare, covering 90% of healthcare premium coverage.

Average Annual Benefits Contribution (full-time employees)

  • Medical/Dental/Vision Plans
  • Robust Health Savings Account Match
  • Flexible Spending Account
  • 401(k) Match
  • Employer Paid Short-Term & Longer-Term Disability
  • Employer Paid Group Life Insurance Policy
  • Accident Insurance Plans
  • Employee Assistance Mental Health Services
  • Pet Insurance Plans
  • Identify Theft Protection Plans

Squire Perks:

  • Squire Culture
  • Incentive, Discretionary, and Spot Bonus Structure
  • Professional Training
  • Tuition Reimbursement (MAcc)
  • Philanthropic Activities
  • Signature Rewards Program
  • Employee Assistance Programs
  • Women’s Professional Development
  • Fitness Reimbursement
  • Paid Time Off & Comp Time
  • Health & Wellness Programs

Squire's dedication to excellence and quality work has garnered numerous accolades, including:

  • Utah’s Best Company Award – 8 years running
  • 2024 Best Accounting Firm to Work For
  • 100 Companies Championing Women Award
  • Accounting Today’s “Firms to Watch” in 2024
  • Worksite Wellness Award 2020-2024

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