Administrative Assistant

Administrative Assistant

Requirements

• High School Diploma
• 3+ years office administrative-related experience
• Demonstrated excellence in written and oral communication
• Intermediate level of proficiency with the Microsoft Office suite of products (Outlook, Excel, PowerPoint, and Word)

Responsibilities

• Creating and proofreading correspondence, standard operating procedure documents, and presentations.
• Preparing reports and related work for the assigned practice areas.
• Providing photocopy, scanning, binding, and other document management services.
• Coordination of virtual and live, in-person meetings as needed. Ensure that meeting rooms are neat, with applicable technology and refreshments prepped and ready for use by meeting participants.
• Creating, or downloading, and distributing regular reports (weekly, monthly, bi-monthly report, etc.).
• Creating new users in various firm systems, including assigning/removing rights, as needed.
• Maintaining up-to-date client records.
• Making updates to Project/Client codes in Practice Management.
• Scheduling, creating, and launching meetings in MS Teams, GoToWebinar, and other platforms, as needed.
• Making travel arrangements for managers and above, to include booking restaurant reservations, travel, accommodations, and car services as needed.
• Preparing expense reports for managers and above and providing guidance to others regarding the use of the tool for travel and expenses.
• Assisting partners with monthly billing and preparing client invoices on a timely basis.
• Arranging in-house and off-premise meals for employees team meetings, client events, etc.
• Creating and tracking conference and professional education registrations.
• Entering time for team members into Practice Management on an as-needed basis.
• Managing calendars for Partners or Managing Directors, as requested.
• Other administrative duties as assigned.
• Assisting with printing of checks for clients
• Maintaining check log/deposits
• Assisting with preparation of engagement letters
• Preparing priority mailings: certified, return receipt, scanning and confirming documents sent.

Preferred Qualifications

• Advanced computer skills including MS Office (Word, Excel and Outlook)
• Previous experience with SAP Concur, Netsuite, Citrix Sharefile, Quickbooks Online, CCH Engagement, CCH Document, or Practice CS is a plus.
• Ability to quickly learn, and effectively utilize, the firm’s timekeeping and travel expense programs (e.g. Practice CS).
• Team player
• Exceptional organizational skills
• Outstanding customer service skills