Executive Administrative Assistant - Outsourced Accounting and Advisory Services (OAAS) - BeachFleischman

Executive Administrative Assistant - Outsourced Accounting and Advisory Services (OAAS)

Under the direction of the OAAS Principal and the COO of Internal Operations, the Executive Administrator provides high-level administrative support and office coordination for the OAAS department, principal, and senior managers. This role involves working with high-net-worth clients, performing lower-level accounting work, and directly managing tasks for the OAAS Principal to ensure timely completion of open items. The ideal candidate is a forward thinker who can also work on department processes and manage higher-level processes.

Essential Duties and Responsibilities

• Provide executive administrative support to the Director of Accounting Services, including managing schedules, coordinating meetings, and handling correspondence.
• Work directly with high-net-worth clients, ensuring their needs are met with professionalism and confidentiality.
• Manage various email accounts, ensuring that communications are directed to the appropriate team members.
• Assist with lower-level accounting tasks.
• Develop and implement department processes to improve efficiency and effectiveness.
• Perform administrative billing for OAAS Principal and Senior Managers, including monitoring AR and processing deposits.
• Manage workflow tasks in CCH Workflow and Monday.com.
• Process new clients, draft and track engagement letters, generate new CCH Workflow and Monday.com tasks, and create new client folders.
• Oversee communication and assembly for all quarterly payroll projects.
• Oversee the 1099 process, from RM and client communications to e-filing and assembly.
• General administrative duties as needed, including organizing meetings, ordering lunches, helping with internal communication, running tape for deposit, assisting with building facilities, etc.
• Perform other duties as assigned, including backing up administrative team colleagues.

Knowledge, Skills and Abilities

• Strong computer skills.
• Experience using MS Office Suite.

• Excellent organizational and time-management skills.

• Ability to sort through information, assess priorities, and resolve problems efficiently and effectively.

• Strong communication and interpersonal skills.
• High level of discretion and confidentiality.

• Ability to attend to detail in composing, typing, and proofing materials.

Qualifications

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

Physical Requirements and Work Environment

• Ability to lift 20 - 25 lbs. to move office supplies.
• May be required to sit for long periods of time.
• Usual office working conditions.

Standard Work Hours

• 8:00 AM - 5:00 PM, Monday - Friday; some overtime required