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Administrative Staff Supervisor

2 months 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.