Executive Administrative Assistant

3 weeks ago

East Brunswick, New Jersey, United States WilkinGuttenplan, P.C. Full time

Established in 1983, WilkinGuttenplan is a leading mid-sized accounting and advisory firm in New Jersey and New York City. The Firm serves a multitude of industries, including closely held and middle-market businesses and their owners, high-net worth individuals, real estate, healthcare, international commerce, sports and entertainment, professional practices, technology, non-profit, condominiums and cooperatives, and many more. Areas of expertise include tax, auditing, compilations, reviews, financial statement preparation, business valuations and trust & estate solutions. WilkinGuttenplan is an independent member of the BDO Alliance USA. At WilkinGuttenplan, we strive to ensure we foster an inclusive and flexible environment for all our employees while also assisting them in achieving their unique career goals through our coaching program.

We are currently seeking an Executive Administrative Assistant that will play an integral role in the day-to-day activity of our Firm's leadership. The Executive Assistant will provide high-level administrative and clerical support while also keeping our Partner organized to ensure the firm's workflow runs smoothly. We are looking for a proactive individual who exhibits excellent organization, communication, and project management skills. Ultimately, you will contribute to the efficiency of the firm by providing personalized and timely support to our Partner(s) within our international services.

Description

  • Direct and oversee the Partner's daily operations, projects, and deadlines.
  • Perform various clerical duties, including daily calendar maintenance, scheduling meetings and appointments, providing information to clients/colleagues, composing and typing routine correspondence, maintaining spreadsheets, preparing and tracking engagement letters, and handling incoming mail by routing and following up with the appropriate team for resolution.
  • Ensure that all projects are delivered on time, within scope and budget.
  • Develop a detailed project plan to track progress and maintain comprehensive project and task documentation.
  • Assist with client project management by coordinating with engagement teams to gather information, responding to inquiries, and tracking client due dates and return deadlines to ensure all work is completed accurately and on time.
  • Utilize workflow tools to complete tasks efficiently to improve team productivity.
  • Cultivate and develop relationships with clients and team members to provide optimal client service.
  • Anticipate and identify clients'/colleagues' current and future needs.
  • Act as the point of contact between the Partner and staff or clients through various communication channels, including phone, email, video chat, and messaging apps like WhatsApp, demonstrating adaptability across multiple platforms to ensure seamless communication.
  • Schedule daily meetings with our Partner to provide updates on open projects/tasks, to do list, and pending emails.
  • Maintain detailed client files as correspondence and information is received throughout the year.
  • Receiving and placing calls, taking messages and directing communications between clients and Partner.
  • Handle client calls with Partner, take detailed minutes on follow up items, and complete/delegate task accordingly.
  • Manage and complete billing and collection efforts for our Partner.
  • Perform other duties and tasks as needed to support team operations and achieve business objectives.
Requirements
  • 5+ years of experience as an Executive Administrative Assistant, Project Manager, or similar role.
  • Associate's degree or equivalent from a two-year college in Business Administration or related field. Prior accounting experience, such as working at a CPA firm is a plus.
  • Experience in tax, accounting, finance, or legal work is a plus.
  • Strong day-to-day organization skills are essential, including the ability to prioritize and multitask
  • Outstanding collaboration, communication, attention to detail, project management and technical skills.
  • Ability to work independently or with a team.
  • Ability to find solutions and make effective decisions.
  • Maintain positivity and professionalism when communicating with colleagues and clients.
  • Handle confidential and/or sensitive information responsibly.
  • Experience using software including Excel, Word, Outlook, Teams.
  • Comfortable communicating overseas.
  • Knowledge of conversational Hindi and/or other Indian languages is a plus.
  • Comfortable calling tax authorities (IRS) to obtain information on behalf of clients.
  • Morning availability is a must, with occasional weekend hours required ahead of deadlines. Flexibility may also be needed based on project scope and interview schedules.
  • Must be available to work in the office at least two days per week, with specific days coordinated based on team and business needs.
  • Possess and demonstrate strong understanding and alignment with our firm's core values of Honesty and Candor, Continual Learning, Innovation, Mentorship, Leadership, Team Player Client Committed, and Community Oriented.
Benefits

Why us?
  • We offer a unique culture that emphasizes and values work/life balance including remote work flexibility
  • We offer a competitive salary and benefits package, including Unlimited Work Options, generous PTO, Medical, Dental, Vision, 401(k), Summer Fridays, and much more For more information on our offerings please visit our website.
  • Our collaborative work environment is strongly committed to your professional growth and success
  • We have an extensive Coaching Program designed to prepare you for a life in a dynamic CPA firm
  • We have a track record of ranking in the Best Place to Work NJ for the past twenty years and have won several other awards including #1 in Vault's Top 3 Internships, Best Firms for Young Accountants, Best Accounting Firms to Work For, and many more
The above statements are intended to describe the general nature and level of work being performed. They are not intended to be an exhaustive list of all responsibilities, duties, and skills required.

We believe in equal opportunity:

Wilkin & Guttenplan P.C. is an Equal Opportunity Employer. We celebrate diversity and are committed to creating an inclusive work environment. All qualified applicants will receive consideration for employment without regard to age, race, color, religion, gender, national origin, disability, sexual orientation or protected veteran status, or any other characteristic protected by federal, state or local law.

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