Administrative Assistant

Job Description

Position Title : Administrative Assistant

Company : Hightower & Associates, LLC

Location : Southlake

Reports To : Owner

Position Summary

The Administrative Assistant provides essential support to ensure the smooth day-to-day operations of Hightower & Associates. This position is responsible for managing communications, maintaining client records, assisting with scheduling, and supporting the professional staff in administrative and clerical functions. The ideal candidate is highly organized, detail-oriented, and comfortable working in a fast-paced professional environment.

Key Responsibilities

• Greet clients, answer phone calls, and manage general correspondence (emails, mail, and messages).
• Maintain organized electronic and physical filing systems, ensuring confidentiality of client information.
• Assist in scheduling client meetings, managing calendars, and preparing meeting materials.
• Support tax and accounting staff by collecting documents, scanning / uploading to TaxDome or other firm systems, and maintaining accurate records.
• Prepare standard correspondence, forms, and internal reports as requested.
• Manage supply inventory, office equipment maintenance, and vendor coordination.
• Assist with client onboarding, including engagement letters, portal setup, and document requests.
• Handle incoming payments and assist with billing inquiries under supervision.
• Coordinate internal staff communications, meetings, and deadlines.
• Perform general clerical duties including copying, scanning, data entry, and mail distribution.

Qualifications

Work Schedule and Compensation