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Administrative Assistant

2 months ago

Hudson, United States Guinn, Vinopal & Zahradka, LLP Full time
Job DescriptionJob Description

The Administrative Assistant facilitates the efficient operation of the organization by performing a variety of clerical and administrative tasks critical to our ability to exceed client expectations.

Responsibilities

  • Creates, proofs, edits, and corrects correspondence and client proposals, ensuring timeliness.
  • Answers phones through centralized calling system, routes calls to appropriate team members, and takes detailed messages.
  • Offers administrative support for the organizer, including (but not limited to) managing calendars, scheduling meetings, and gathering information from clients.
  • Produces high quality work in compliance with firm guidelines, including organizing and scanning client paperwork, tax return assembly, etc.
  • Develops and demonstrates a general knowledge of the firm's services.
  • Prioritizes deadlines as necessary.
  • Follows-up proactively with client questions and communicates with clients.
  • Assists other administrative staff with overflow work.
  • Manages incoming/outgoing mail and other shipping needs.
  • Gathers documentation from prospective clients, shares summary of firm's services with prospects.
  • Maintains a positive, collaborative work environment.
  • Other duties as assigned.

Requirements - The ideal candidate will have the following:

  • Excellent oral and written communication skills.
  • A desire to provide excellent client service via phone calls, written correspondence, and in-person interaction with our clients.
  • Strong analytical and problem solving skills
  • Exceptional organizational skills and ability to manage and prioritize high quantity of e-mails, phone calls, and interactions with clients and GVZ team members.
  • Ability to be comfortable within a face-paced and often-changing environment
  • Proficiency with or ability to learn current Microsoft Office Products (Outlook, Word, Excel, Teams)
  • Acts with integrity, professionalism, and confidentiality.
  • Works as a team player and participates and assists in various firm projects.

Hours - The typical office hours for this position are:

  • Monday through Thursday 8am to 4:30pm from April 16th - December 1st.
  • Above hours plus 8am to noon on Fridays December 1st - December 31st.
  • Tax season hours vary, but are typically 8am to 6pm Monday through Friday, plus 8am to noon on Saturdays from February 1 through April 15th.
  • Time and a half overtime rates are paid for all hours over 40 hours per week.