Administrative Assistant

4 months 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.

  • Administrative Assistant

    4 weeks ago

    Oakland, United States Allana Buick & Bers Full time

    About the Administrative Assistant position Allana Buick and Bers is looking for a reliable Administrative Assistant who will undertake a broad set of administrative and clerical tasks, such as providing support to our managers and employees, assisting in daily office needs and managing our company's general administrative activities, particularly making...

  • Administrative Assistant

    1 week ago

    Oakland, United States Manpower Full time

    Our client in the public sector is seeking an Administrative Assistant to join their team. As an Administrative Assistant, you will be part of the department supporting various teams. The ideal candidate will have excellent communication skills, be detail-oriented, and possess strong analytical skills which will align successfully in the organization. Job...

  • Administrative Assistant

    3 weeks ago

    Oakland, United States Climate Breakthrough Full time

    Reporting to the Operations Manager, the Administrative Assistant is a one-year contract position based in the San Francisco Bay Area. This role will provide support in two primary areas: Executive Assistant (EA) support to the Executive Director (ED) during the new parent leave of the current EA (approx. 8 months and transition periods), and events...

  • Administrative Assistant

    5 days ago

    Oakland, California, United States Alameda Health System Full time

    Job SummaryWe are seeking a highly organized and detail-oriented Administrative & Project Assistant to support our team at Alameda Health System. The successful candidate will provide administrative support, coordinate projects, and maintain accurate records.Key ResponsibilitiesAct as a liaison between departments, representatives, and the public, providing...

  • Administrative Assistant

    7 days ago

    Oakland, California, United States UCSF Benioff Children's Hospital Full time

    UCSF Benioff Children's Hospital is seeking a skilled Administrative Assistant to provide clerical support for the Cal-MAP program. The successful candidate will have the opportunity to work in a dynamic environment and contribute to the success of the program.Key Responsibilities:* Provide administrative support for the Cal-MAP program* Assist with data...

  • Administrative Assistant

    4 weeks ago

    Oakland, United States Children's Hospital & Research Center Oakland Full time

    **Job Summary:** The Administrative Assistant will provide principal administrative support to a department and its management team. The Administrative Assistant will maintain responsive relationship with the day to day activities of the departmental staff, consultants and clients. These duties will require knowledge of office routine and an understanding of...

  • Administrative Assistant

    2 weeks ago

    Oakland, United States University of California , Riverside Full time

    The University of California, Riverside, Palm Desert Low-Residency MFA offers a path towards publication, production, and fulfilling life in the arts achieved through a multidisciplinary approach. The following role will offer administrative and procurement support for the MFA program along with intermittent projects within the Performing Arts Administrative...

  • Administrative Assistant

    4 months ago

    Oakland, United States Pacific Rail Services Full time $19

    Pacific Trailer Repair Services is hiring immediately for Administrative Assistant to join our team in a recession-proof industry at a Rail Container Storage Yard in Oakland, California.  This is an entry level position as we'll teach you everything you need to know in order to be successful on the job.  Good communication, basic computer, and office...

  • Administrative Assistant

    2 weeks ago

    Oakland, United States Fagen, Friedman and Fulfrost Full time

    Client Services Administrative Assistant Fagen Friedman & Fulfrost LLP, an education law firm, has an immediate opening for a highly organized and proactive Administrative Assistant to join our Client Services Department in our Oakland Office. The ideal candidate will be a detail-oriented professional with excellent writing and editing skills, capable of...

  • Legal Administrative Assistant

    3 days ago

    Oakland, California, United States AMS Staffing Inc. Full time

    Job SummaryWe are seeking a highly skilled and experienced Legal Administrative Assistant to join our team at AMS Staffing Inc. in Oakland, CA. This is a full-time, permanent position with a competitive salary and excellent benefits.Key ResponsibilitiesProvide administrative support to the Labor and Employment team, including maintaining case lists,...

  • SDRC Administrative Assistant

    2 weeks ago

    Oakland, United States University of California , Riverside Full time

    The Student Disability Resource Center (SDRC) is a front-facing service office, serving primarily students with disabilities, but also works with other UCR students, faculty, staff, and community members. The SDRC Administrative Assistant provides a wide variety of administrative duties that support and coordinate the daily operating functions of the SDRC....

  • Corporate Administrative Assistant

    3 months ago

    Oakland, United States David E. Quan Agency, Insurance Brokers, Inc Full time

    Job DescriptionJob DescriptionStatus: Non-ExemptJob Summary: The administrative assistant is the front-end hub of our fast moving office. They are the glue that holds it together ensuring everything runs efficiently and allow the professional staff to focus on their core tasks.Connects Everyone: They are the first point of contact for visitors, phone calls,...

  • Corporate Administrative Assistant

    5 months ago

    Oakland, United States David E. Quan Agency, Insurance Brokers, Inc Full time

    Job DescriptionJob DescriptionStatus: Non-ExemptJob Summary: The administrative assistant is the front-end hub of our fast moving office. They are the glue that holds it together ensuring everything runs efficiently and allow the professional staff to focus on their core tasks.Connects Everyone: They are the first point of contact for visitors, phone calls,...

  • Legal Administrative Assistant

    1 month ago

    Oakland, United States AMS Staffing, Inc. Full time $100,000 - $110,000

    Job DescriptionJob DescriptionPlease send resume should you be interested in the following Legal Administrative Assistant (Legal Practice Assistant) position located in Oakland CA. This is a full-time, permanent position with a salary between 100-110K plus OT and awesome benefits. Please pass along to your colleagues if youre not interested as we do pay...

  • HR Administrative Assistant

    18 hours ago

    Oakland, California, United States Hanna, Brophy, Maclean, Mcaleer & Jensen, LLP Full time

    Job SummaryWe are seeking a highly organized and detail-oriented Part Time HR Administrative Assistant to support our Human Resources team in various administrative and organizational functions.Key ResponsibilitiesEnsure timely notification and tracking of supporting functions for new hiresAdminister background checks and monitor progress for staff and...

  • Legal Administrative Assistant

    4 weeks ago

    Oakland, California, United States Aleshire & Wynder Full time

    Position Overview Are you a meticulous and organized individual eager to leverage your administrative expertise in a dynamic legal environment? Aleshire & Wynder, LLP is on the lookout for a Full-Time Legal Administrative Assistant to enhance our team. In this pivotal role, you will contribute significantly to the efficient functioning of our office. This...

  • Labor and Employment Administrative Assistant

    1 week ago

    Oakland, California, United States AMS Staffing Inc. Full time

    Job SummaryWe are seeking a highly skilled and experienced Administrative Support Specialist to join our team at AMS Staffing Inc. in Oakland, CA. This is a full-time, permanent position with a competitive salary and excellent benefits.Key ResponsibilitiesProvide administrative support to the Labor and Employment team, including maintaining case lists,...

  • Administrative Assistant

    4 weeks ago

    Oakland, United States Manpower Full time

    Job Title: Administrative Assistant Location: Oakland, CA Pay Rate: $27.32 per hour Job Type: Long-Term Contract Organization: Non-Profit Job Overview: We are seeking a detail-oriented Clerical Support Specialist to join our team at a non-profit organization in Oakland, CA. Under close supervision, you will provide routine clerical support services...

  • Labor and Employment Administrative Assistant

    2 weeks ago

    Oakland, California, United States AMS Staffing, Inc. Full time

    Job SummaryThe Legal Practice Assistant (Labor and Employment Administrative Assistant) is responsible for providing daily administrative support within the Labor and Employment department at AMS Staffing, Inc.Key ResponsibilitiesProvide administrative and Case Assistant support for Labor and EmploymentMaintain, and update weekly, the investigations case...

  • Administrative Assistant

    4 days ago

    Oakland, United States Manpower Full time

    Job Title: Administrative Assistant Location: Oakland, CA Pay Rate: $27.32 per hour Job Type: Long-Term Contract Organization: Non-Profit Job Overview: We are seeking a detail-oriented Clerical Support Specialist to join our team at a non-profit organization in Oakland, CA. Under close supervision, you will provide routine clerical support services across...