Administrative Assistant

Position Summary:

In this position, the Administrative Assistant will manage a variety of administrative duties, projects and provide executive support to Firm’s senior management. He/she serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Partners, he/she supports. In addition, this role must use sound judgment in a variety of situations and exercise excellent organizational skills in coordinating and overseeing day-to-day activities and special projects.

Job Responsibilities:

• Serve as a first point of contact for incoming calls/communications; provide general information to callers, take messages, and/or transfer calls to appropriate individuals.
• Prepare advanced draft, and final PowerPoint presentations.
• Arrange in-house meetings and conference calls, book conference rooms, coordinate attendees, meal, and related meeting logistics.
• Arrange travel, create, and distribute travel itineraries for dedicated partners.
• Maintain Outlook calendars, contacts and mailing list and CRM database.
• Monitor and update due date lists.
• Coordinate client set-up, billing, and collections.
• Act as liaison with engagement teams, IT, office services and marketing.
• Reconcile and enter expense reports.
• Assist with partner time entry.
• Provide assistance with general correspondence, engagement letters, proposal writing and presentations.
• Draft correspondence to clients, vendors, or prospective clients.
• Collect, route and open incoming mail as appropriate.
• Coordinate team events and community service programs.
• Partner with the administrative supervisor to ensure needs of the department are met.

Competencies:

• Team Player
• Exceptional customer service
• Attention to detail.
• Ability to Prioritize
• Time Management
• Interpersonal Skills
• Excellent communication Skills both written and verbal.

Position Type:

• Full-time, Regular

Work Environment:

• This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

Physical Demands:

Travel:

Required Education and Experience:

• 5+ years in administrative experience in a fast-paced environment supporting C-level executives.
• Advanced Microsoft Office 365 skills, with an ability to become familiar with firm-specific programs and software.
• Demonstrated experience preparing advanced level PowerPoint presentations from draft

Preferred Experience:

• Associate or bachelor’s degree is preferred.
• Experience in a professional services/consulting firm strongly preferred.
• Experience using WorldTravel, GoFileRoom and ProSystems Engagement

Work Authorization:

Other Duties:

• Back up to the Receptionist
• Overtime may be required based on business demands.

EEO:
Calibre CPA provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability, or genetics. In addition to federal law requirements, Calibre CPA complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

Calibre CPA expressly prohibits any form of workplace harassment based on race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status. Improper interference with the ability of [Company Name]’s employees to perform their job duties may result in discipline up to and including discharge.