Administrative Assistant

*Must be bilingual

Title: Senior Admin Assistant (Temp to Hire)

Hours: M-F, 8:30am-5:30pm

Job Summary:

The Senior Administrative Assistant is charged with applying advanced knowledge of administrative processes and systems, can generate complex reports, train administrative team members on technical duties and regularly helps to champion new processes and tools. This position provides high level, specialized and confidential administrative support to assigned firm managing partners and leaders using administrative systems, procedures, and policies and monitoring and completing various administrative projects. Prioritizes and works independently with minimal supervision and may require providing support outside of standard business hours as needed.   

Job Duties:

• Provides strategic, advanced administrative support to firm senior partners, leaders, and departments 
• Coordinates multifaceted international and domestic travel arrangements, including but not limited to travel itineraries, agendas, visas, passports, documentation for foreign travel and expense reports
• Coordinates meeting and conference call arrangements, including coordination of rooms, technical resources, and catering for assigned management
• Maintains calendars for assigned executives and other members of management as needed
• Assists with time and expense entry and other internal administrative tasks for assigned executives and other members of management
• Provides technical training to administrative team members 
• Collects and analyzes data to produce complex reports in support of executives’ responsibilities
• Provides administrative support to Board of Directors, as needed
• Provides support for day-to-day and complex billing requests 
• Provides general office administrative support services (i.e., mail/file/stocking kitchens, etc.), as needed
• Supports firm and local admin needs and can route requests to appropriate firm resources as needed
• Responds to general questions regarding the work of the department
• Attends meetings and conferences, as required, and takes meeting notes; assists in conference and meeting management
• Produces a variety of materials including but not limited to letters, memoranda, interoffice communications, presentations, and reports
  • Supports department through processing of assigned tasks using various firm systems, tools, and software
• Schedules and coordinates meetings for partners and management team for multiple locations
• Coordinates international and domestic travel arrangements, including but not limited to travel itineraries, agendas, visas, passports, documentation for foreign travel, and expense reports
• Produces metric reports and charting based on minor analysis and data provided
• Drafts and proofs engagement documents to clients
• Processes, assembles, and sends tax returns and financial statements to clients
• Performs a variety of coordinator duties, which may be complex and confidential
• Provides reception and office services relief, as needed, which includes but is not limited to sorting mail, filing, and stocking kitchens
• Scans and saves workpapers submitted by clients
• Supports Business Development needs including maintaining contact lists and assisting with coordination of related events 
• Participates in presentation preparation and processing 
• Other duties as required; may include, but are not limited to, assisting management with a variety of administrative tasks

Qualifications, Knowledge, Skills, and Abilities:

Education:

• High School Diploma or GED, required
• Bachelor’s degree, preferred

Experience:

• Four (4) or more years of administrative experience, required
•  Professional services firm experience, preferred

Software:

• Advanced level of proficiency in Microsoft Office Suite, required
• PeopleSoft, Oracle, or comparable enterprise resource planning (ERP) software experience, preferred
• Experience in ERP tools, preferred

Other Knowledge, Skills, & Abilities:

• Ability to work in a deadline-driven environment and handle multiple projects / tasks with an attention to detail
• Excellent written and verbal communication skills including superior grammar, spelling, and punctuation that enable the incumbent to work with top level management and other executive level clients
• Superior customer service skills. Displays independent judgment, finesse, and diplomacy in all situations 
• Excellent time management and organizational skills that enable efficient and effective multi-tasking
• Ability to manage highly confidential information
• Ability to work well with all levels of management as well as outside external clients 
• Ability to collaborate on teams and independently on projects and initiatives
• Critical thinking skills, solutions-oriented, and consistently seeks to improve processes