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Administrative Assistant

Administrative Assistant

BeachFleischmanPhoenix, AZ, USA
22 days ago
Job type
  • Full-time
  • Quick Apply
Job description

Position Summary : The Accounting and Assurance (A&A) Department Assistant provides administrative support to multiple A&A principals and senior managers. This position plays a critical role in coordinating workflows, managing client-facing documents, and supporting the operational needs of the A&A department.

Essential Duties and Responsibilities :

Document and Financial Statement Management

  • Proofread, format, and edit financial statements to ensure accuracy.
  • Copy and bind financial statements, proposals, and audit presentations.

Client Correspondence

  • Prepare and distribute various client-related documents, including engagement letters, welcome letters, management letters, and representation letters.
  • Scheduling and Tracking

  • Monitor A&A engagements in scheduling software to ensure timely progress and completion.
  • Administrative Support

  • Provide administrative support to assigned principals and senior managers, including :
  • Billing assistance.

  • Travel arrangements.
  • Document management, including copying, scanning, and filing.
  • Coordinating daily mailings, FedEx, and courier deliveries.
  • Organize meetings, order lunches, and support internal communications.
  • Prepare daily deposits and assist with building facilities as needed.
  • Systems Coordination

  • Serve as the primary point of contact for :
  • Confirmations (BankVod).

  • File finalizations, tracking, and rollovers.
  • AuditDashboard, including uploads, downloads, and rollovers.
  • Team Collaboration

  • Assist with e-filing tax returns.
  • Answer calls on a multi-line phone system and meet and greet clients upon arrival.
  • Generate reports and other requested documents.
  • Provide backup support to administrative colleagues as needed.
  • Other Responsibilities

  • Perform additional duties as assigned to meet department and firm needs.
  • Knowledge, Skills and Abilities :

  • High attention to detail and strong organizational skills.
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).
  • Excellent written and verbal communication skills.
  • Ability to manage multiple tasks and prioritize effectively in a fast-paced environment.
  • Education and Experience Requirement :

  • Minimum of three years administrative experience.
  • Professional services experience preferred.
  • High School Diploma or GED required.