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Administrative Assistant
2 months ago
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.