This is a remote position.

Job Summary:

The Administrative Assistant/Secretary will play a key role in supporting the daily operations of the firm. This position involves a variety of administrative and clerical tasks including managing appointments, handling client communications, preparing documents, and maintaining organized records. The ideal candidate is detail-oriented, proactive, and comfortable working in a fast-paced professional environment.

Key Responsibilities:

• Provide administrative support to the CPA, including scheduling appointments, managing calendars, and handling correspondence.
• Serve as the first point of contact for clients—answer phone calls, greet visitors, and manage emails in a professional manner.
• Prepare and format client documents, reports, and tax forms with a high degree of accuracy.
• Maintain confidential client files and records in both digital and physical formats.
• Assist with invoicing, billing, and tracking payments using accounting software.
• Coordinate meetings, calls, and client follow-ups as needed.
• Help manage electronic filing systems and ensure documents are organized and accessible.
• Order office supplies and ensure the office environment is clean, stocked, and functional.
• Provide general office support and handle other administrative duties as assigned.
  
  

Requirements

Qualifications:

• Proven experience as an administrative assistant, secretary, or office manager (experience in a CPA firm or financial services preferred).
• Excellent organizational and time-management skills.
• Strong verbal and written communication abilities.
• High level of discretion and professionalism when handling confidential information.
• Proficient in Microsoft Office Suite (Word, Excel, Outlook), PDF software, and general office equipment.
• Experience with accounting software (e.g., QuickBooks, Lacerte, UltraTax, or similar) is a plus.
• Strong attention to detail and ability to multitask under deadlines.
• High school diploma required; associate or bachelor’s degree preferred.