Office Administrative Assistant /PA - Manay CPA

We Offer

• Competitive salary (based on experience) plus a bonus
• 401K with match
• Medical, dental, and vision insurance and other benefits
• Great international work environment
• Excellent ongoing training
• Paid vacation and holidays
• Growth opportunities

Responsibilities

• Serve as the first point of contact for office visitors and phone inquiries, ensuring a welcoming and professional atmosphere.
• Manage office supplies by tracking inventory, placing orders, and keeping common areas organized and well-stocked.
• Oversee incoming and outgoing mail, couriers, and deliveries to ensure timely and efficient distribution.
• Maintain an organized filing system for both physical and digital documents, ensuring easy access and retrieval when needed.
• Assist in preparing reports, presentations, and correspondence, often handling confidential information.
• Process and manage expense reports, reimbursements, and invoices in a timely manner.
• Coordinate and schedule meetings, calls, and appointments for partners and senior leaders, ensuring optimal time management.
• Organize travel arrangements, including flights, accommodations, and transportation for business purposes.
• Handle last-minute changes in schedules or itineraries and adapt quickly to accommodate adjustments.
• Serve as a point of contact for clients, handling inquiries and providing outstanding service with prompt and professional responses.
• Facilitate smooth communication between clients and team members, ensuring messages are relayed accurately and promptly.
• Assist in maintaining client records and updating contact information to ensure accurate and current databases.
• Help plan and coordinate company events, client meetings, and team gatherings, from logistics to event details.
• Arrange catering, book venues, and handle setup and cleanup for events, ensuring a positive experience for all attendees.
• Manage RSVPs, agendas, and attendee communication to ensure events run smoothly.
• Take charge of office cleanliness and organization, coordinating with building management and maintenance teams as necessary.
• Troubleshoot basic office equipment issues and liaise with IT support for technical issues beyond basic troubleshooting.
• Support firm-wide initiatives by assisting other team members and departments when additional help is needed.
• Organize travel arrangements, including flights, accommodations, and transportation for occasional personal travel.
• Assist with personal tasks for senior leaders, such as making appointments, managing calendars, and handling select personal errands, including but not limited to, assisting with rental property and family matters.
• Coordinate family and personal events, including dinners, gatherings, and other engagements as requested.
• Maintain discretion and confidentiality when handling personal and business information and requests.
• Liaise with service providers, vendors, and other external contacts on behalf of senior leaders for both professional and personal matters.
• Other duties within the scope of the position may be required from time to time.

Requirements

• High School Diploma (Associate's or Bachelor's degree preferred)
• Efficient use of Microsoft Word, Excel, Outlook
• Any knowledge of other accounting, tax, or other software would be a plus
• Excellent verbal and written communication skills
• Must be dependable, able to work independently, and stay on task
• Outgoing personality, strong teamwork skills, and a professional attitude
• Being sales-oriented and enjoying engagement with clients is a big plus!
• Active driver's license and clean driving record

PI256838957