Administrative Assistant - International Tax

Administrative Assistant - International Tax

Location : Any Eide Bailly office location Work Arrangement : In-office, Hybrid, or Remote

The Administrative Assistant - International Tax provides essential support to the international tax team by managing tax filings, client communications, billing processes, and operational tracking. This role ensures timely and accurate administrative execution across multiple tax deadlines and supports process improvement initiatives and team coordination.

A Typical Day in the Life

A typical day as an Administrative Assistant might include the following :

• Administrative & Team Support
• Format, proofread, and prepare correspondence and documents.
• Schedule internal meetings and take notes.
• Plan and support, in person, internal events (e.g., tax training, team activities).
• Monitor shared inboxes during team absences and team member departures.
• Coordinate and book travel.
• Prepare expense reimbursements.
• Regularly monitor emails for partner team or other team members as needed.
• Provide overflow and backup support for team members.
• Client Communication & Support
• Prepare, send, and monitor engagement and disengagement letters in Dynamics 365.
• Assist contract management specialists as needed for annual engagement letter process.
• Send reminders for missing tax organizers or documents.
• Respond to client inquiries regarding portals, return signing, and document submission.
• Resolve client portal issues in coordination with internal teams.
• Handle client information requests professionally and efficiently.
• Billing & Invoicing
• Prepare and process monthly billing and invoices.
• Monitor outstanding WIP and follow up with billers to ensure timely invoicing.
• Support billing tasks across team members and departments.
• Process HLB invoices and initiate wire transfers.
• Update billers and in-charges as needed.
• Assist with managing team's outstanding A / R including corresponding with clients to get balances paid, writing off outstanding A / R balances, etc.
• Reporting & Tracking
• Pull and distribute Global Mobility / Global Private Client Tax Track reports.
• Maintain and update databases, spreadsheets, project tracking tools, and due date reports.
• Regularly following up with clients for missing tax return and other information.
• Regularly meeting with team members setting up meetings with clients
• Process Improvement & Project Support
• Collaborate on documenting tax processes specific to international tax.
• Assist with special projects and operational initiatives.
• Identify and delegate tasks to NTO resources when additional support is needed.
• General feedback and idea generation on ways to improve or add processes
• Tax Return & Filing Support
• Assemble and process tax returns as needed, extensions, e-filings, and paper filings.
• Track and manage client filings for key deadlines : 3 / 15, 4 / 15, 9 / 15, 9 / 30, 10 / 15, and 12 / 15.
• Create and maintain records in CCH Manager and Return Manager.
• Organize and archive documents in CCH Document.

Who You Are

You have 5+ years of experience as an Administrative Assistant. You have experience working in a tax or professional services environment (preferred). You have strong organizational and time management skills. You are proficient in Microsoft Office Suite, including Dynamics 365. You are proficient in using tax software platforms (preferred). You have excellent written and verbal communication skills. You can manage multiple priorities, meet deadlines and proactively manage tasks. You can anticipate and proactively act upon the needs of the team. Must be authorized to work in the United States now or in the future without visa sponsorship.

Making an Impact Together

People join Eide Bailly for the opportunities and stay because of the culture. At Eide Bailly, we've built a collaborative environment where we value each other's contributions and celebrate our successes together.