One of our top clients a financial services company is looking for a Exectuive Assistant to join their team. This position will provide executive administrative support to the assigned Tax Partners, Principals and Managing Directors (“PPMD Group”). The position will regularly interact with senior leaders, all levels of staff and clients. This is a position of supreme integrity, trust, and commitment to confidentiality and diplomacy. The position requires advanced project management and organizational skills, along with expert level competency in MS Office Suite.
Essential Functions
- Supports the administrative needs of the assigned PPMD.
- Prepares tax compliance and tax consulting engagement letters for PPMD on their clients.
- Prepares expense reports assigned PPMD.
- Coordinate with Firm’s finance department on monthly client billing invoices and. Follows up as needed with clients on delinquent invoices;
- Works with client teams to deliver engagement letters, tax returns, memorandums and other documents to clients in a timely manner. Follows up as needed with clients for executed documents.
- Works with PPMD and other client service team members to manage and coordinate client engagements, including timing for completion and review by the PPMD;
- Actively assist in the management of the PPMD’s calendar, including but not limited to independently scheduling internal and external meetings, confirming appointments, etc.
- Interact with clients and prospects to support existing client relationships and the development of new business relationships of assigned PPMD
- Perform office duties in support of the PPMD with general guidance in terms of overall objectives, which may include negotiating with contractors, and representing the Firm.
Other Functions
- Provide back up for other specific tasks for the other tax department executive assistants as needed.
- Works with tax scheduling manager on any scheduling issues and conflicts on assigned PPMD’s clients.
- Answer telephone and respond to client queries, to potential client queries, or route calls to other Partners and/or staff as appropriate;
- Receive, read, and route incoming mail to Partner; compose and type routine correspondence; maintain files of correspondence and other client and Firm-related matters;
- In conjunction with the Director of Finance, may assist in the management of executive records and archiving, including partnership governance.
- Perform other duties as may be assigned.
Experience, Skills, Knowledge, and Abilities
- A minimum of at least five years’ experience supporting a senior executive;
- Experience managing multiple assignments/projects and conflicting priorities with the pressure of short, demanding deadlines in a fast paced environment;
- Ability to follow complex, multi-step procedures to complete tasks;
- Basic accounting knowledge preferable;
- Proficiency with Microsoft Office Suite, multi-line phone systems, and operating computer hardware;