Job description

The Executive Assistant position provides administrative support to the Managing Partner of the firm. The ideal candidate would be a cordial, dependable, organized, detailed oriented, and self-motivated individual with a great positive attitude. The candidate would have at least three years of prior working experience as an administrative support staff, demonstrate excellent communication skills, and learn systems and applications with ease in a fast-paced office. Must be able to anticipate needs, discern work priorities, meet deadlines with little supervision and manage through ambiguity. Knowledge and work experience in Accounting, Business Administration, and Finance is a bonus but not required.

Responsibilities and Duties

• Coordinate all appointments for Managing Partner with clients, prospects, business partners and staff.
• Greet visiting clients, prospects, and business partners with a smile, offer refreshments while they wait to be seen by Managing Partner.
• Attend meetings with Managing Partner and take notes to document discussion points.
• Prepare and send meeting follow-up emails with itemized discussion points and pending items requests if any.
• Save all client and prospect related meeting notes and emails in their corresponding file folder.
• Diligently contact clients and prospects to follow up on pending items requested.
• Cordially and respectfully liaison between Managing Partner and all other Firm staff to facilitate status reports, inquiries, or requests.
• Check Managing Partner’s emails daily and assist in timely response. Bring up to Managing Partner any high priority or urgent matters in emails that require immediate attention.
• Assist in preparing and generating various projects status reports.
• Work on special projects as assigned such as responding to loan approval document requests, worker comps audit and unemployment audits, IRS Transcript requests. Training will be provided prior to project execution.
• Complete Tax Preparation project tasks as assigned such as assembly of tax return documents, collection of client’s payment, e-filing, and verification of e-filing receipt.
• Promptly create projects as instructed in client’s service management system.
• Maintain client confidential files and documents following firm’s procedures to receive, scan, file, and store.
• Handle highly confidential and sensitive information with diplomacy and discretion.
• Perform local errands on an as needed basis such as trips to the bank as well as post office (your own car is required).
• Prepare a variety of documents for external or internal purposes, including forms, correspondence, and spreadsheets.
• Develop and maintain effective and pleasant relationships with internal and external parties, stakeholders, and clients through verbal and written communications.
• Maintain knowledge of company processes, policies, and operations.

Qualifications and Skills

• Minimum of three years’ experience as an Administrative Assistant.
• Effective organizational and prioritization skills.
• Ability to communicate effectively and professionally.
• Proficiency with Microsoft Office, specifically Word, Excel and Outlook.
• Strong computer and internet research skills.
• Excellent interpersonal and customer service skills.
• Sensitivity and discretion with confidential matters.
• Bilingual fluent in English and Spanish is highly desirable.
• Flexibility to work Saturdays during busy season (February thru April and Sept thru October)
• Attained or pursuing a degree in Business Administration, Finance, Accounting, Management Information Systems, Public Relations or Marketing is desirable

Pre-employment background check and references may be required.

Work Hours:

8:30 am to 5:30 pm

Benefits

• 10 Vacation Days
• 5 Sick/Personal Days
• Major Holidays observed and paid
• Health Insurance 60% covered
• Dental Insurance 60% covered
• Vision Insurance 60% covered

Compensation:

$45,000 to $50,000/Year

Job Type: Full-time

Pay: $45,000.00 - $50,000.00 per year

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Ability to commute/relocate:

• Pembroke Pines, FL 33027: Reliably commute or planning to relocate before starting work (Required)

Experience:

• Microsoft Excel: 1 year (Required)
• Microsoft Outlook Calendar: 2 years (Required)

Work Location: In person

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