Executive Assistant

2 weeks ago

Portland, United States Baker Newman Noyes LLC Full time
Job DescriptionJob Description

About Us

Baker Newman Noyes (BNN) is a top 100 tax, assurance, and advisory firm in the U.S. and holds a Best of Accounting™ recognition for superior client service. BNN was founded to create opportunity for our employees, clients, and communities. We provide expert accounting and advisory services across several industries. With offices in Maine, Massachusetts, and New Hampshire, BNN has a reputation for teamwork, collaboration, and client excellence throughout New England and beyond. BNN’s culture champions career advancement, mentorship, community involvement, and exceptionally responsive client service.

About the Position

If you're looking for a rewarding opportunity in a professional atmosphere with immense positivity, incredible talent, and exciting potential, then Baker Newman Noyes is the place for you. The primary role of the Executive Assistant is to provide first point of contact as administrative support to the President. Followed by supporting the administrative needs of the Executive Leadership Team including Board Chair, Tax Partner-in-Charge, Audit Partner-in-Charge, and Board of Directors, as necessary. This individual must possess the required technical knowledge, a focus on providing quality client service, an ability to build and maintain professional relationships, a strong sense of teamwork, advanced communication skills, and excellent time management skills. The ideal candidate will be able to thrive in a fast-paced professional environment, work independently, and maintain confidentiality and professionalism at all times.

Competencies and Position Requirements

Administrative Support

  • Provides administrative support including meeting minutes and project management to the President and Executive Leadership Team
  • Proactively communicates and interfaces with clients and employees
  • Coordinates Firm Events
  • Coordinates Firm and Departmental meetings
  • Manages incoming emails and phone calls, and provides responses
  • Manages calendars, schedules meetings and travel arrangements

Risk/Compliance

  • Prepares and maintains confidential firm documents in an organized system
  • Manages Firm professional license submissions

Community Service Support

  • Manages the distribution of community event tickets
  • Manages Sponsorship, donation, and contribution Program
  • Builds and maintains relationships with local and regional community organizations
  • Manages Community Service Involvement/Events

Other

  • Upholds the strictest level of confidentiality
  • Develops and sustains a level of professionalism among staff and clients
  • Develops and maintains a strong understanding of Firm services and activities
  • All other duties as assigned

Education and Experience

  • 7-10 years of administrative experience in professional services environment reporting directly to senior management
  • Bachelor’s degree preferred; High School Diploma required
  • Ability to handle sensitive information with extreme confidentiality
  • Organization and time management skills with high attention to detail
  • Highly motivated self-starter with ability to multitask, prioritize independently, and complete assignments within constraints and deadlines
  • Comfortable taking direction from multiple professionals
  • Proficiency in collaboration and delegation of duties
  • Able to be flexible with schedule
  • Excellent interpersonal and customer service abilities
  • Effective oral and written communications skills using business grammar
  • Advanced Microsoft Office skills, with an ability to become familiar with firm-specific programs and software

Work Environment

  • On-site in Downtown Portland
  • Supportive and collaborative culture
  • Business-casual office environment

BNN strongly believes in maintaining a healthy balance between work and personal life. We support this through a variety of benefits, including:

  • 20 days paid time off, 5 sick days, 11 paid holidays
  • 6-week paid parental leave
  • Health, Dental, Pet, Vision, Disability and Life Insurances
  • 401(k) Plan with company match
  • Profit Sharing Plan

Baker Newman Noyes is an Equal Employment Opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, sexual orientation, gender identity and expression, national origin, age, disability, genetic information, veteran status, marital status, or any other protected characteristic under applicable law.

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