Tax Executive Assistant

3 weeks ago

Glen Allen, United States Keiter Full time

The Tax Administrative Assistant provides support for all members of the Tax group including: scheduling, document and template management, engagement letter support, logistics support, and process and meeting management. The position may serve as a point of contact to clients and serve as a back-up correspondence to Partner emails and phone calls. A high level of customer service skills and discretion is required to field questions from internal and external clients and direct to the correct point of contact. This position is also expected to draft, format and provide correspondence using templates. This position supports a variety of tasks simultaneously and constantly seeks opportunities to assist staff and initiatives within the department and within the Practice Services group. The position may occasionally support Firm needs such as backing up the Front desk, providing event support, and other administrative or internal process support as needed. The Administrative Assistant must have a professional demeanor as the position works with many internal and external clients. Primary Job Functions Draft, format, and edit/proofread letters and other correspondence; prepare, send, and maintain engagement letters. Serve on various internal committees as requested to document discussions and support the execution of action items. Work efficiently with other administrative support within the Firm to provide seamless client service. Serve as a point of contact for client calls and as a back-up for staff who are out of the office. Assist Partner in sending out mail and parcels including courier packages and other immediate delivery needs. Schedule and organize onsite and offsite meetings as needed such as staff, scheduling and other regular and ad-hoc meetings, including external and internal meetings. Update document templates repository to include: standard letters, reports, and other correspondence. Support the office staff as needed to reduce their amount of administrative duties. Process and track status of client tax returns to ensure timely filing; assist with processing extensions. Serve as a back-up for the pool return assignment process. Work with EFS (electronic filing system) to check statuses and input into XCM. Ensure that staff have the supplies and resources they need; work with internal practice services groups that supply these resources. Provide regular support in database entry, electronic image retention (scanning), copying, report and letter writing, and other administrative duties. Demonstrate competency in technical skills, specifically the use of Microsoft Office products (Word, Excel, PowerPoint). Demonstrate work quality and the ability to follow through on tasks with the application of professional and firm standards. Individual support to assigned Partners. Serve as a point of contact to Partners as needed; accept and/or relay information from the Partner. Maintain full access to Partner calendars to schedule appointments with clients and/or prospects, manage time, and verify there is no over-booking. Coordinate departmental or client events per the request of the Partner. Organize Partner meetings when requested and schedule any necessary catering, A/V, or site needs. Prepare expense reports with proper documentation. Prepare new client/new engagement request forms. Make travel arrangements for client and training related trips; register for conferences, schedule transportation, and relay all required logistical information to Partner. Assist Partner with internal HR and Development systems such as CPE tracking software, HRIS, and performance management tool; coordinate login issues with HR if necessary and follow-up with Partners to ensure they are meeting deadlines. Open mail and distribute as necessary. Draft informative and aesthetically pleasing presentation in Microsoft PowerPoint. Order client gifts. Secondary Job Functions Exhibit organizational skills. Offer strategic solutions to organizational issues and communicate in a professional manner. May be required to lift and carry packages up to 25 lbs. into and throughout the office building; may use the assistance of rolling carts. Contribute to a positive work environment by supporting teammates and the Firm’s organizational goals. Perform other projects and duties as may be assigned. Skills Required: Excellent written communication. Attention to Detail. Behaviors Preferred: Dedicated: Devoted to a task or purpose with loyalty or integrity. Innovative: Consistently introduces new ideas and demonstrates original thinking. Team Player: Works well as a member of a group. Detail Oriented: Capable of carrying out a given task with all details necessary to get the task done well. Motivations Preferred: Flexibility: Inspired to perform well when granted the ability to set your own schedule and goals. #J-18808-Ljbffr

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