Administrative Support Specialist

Job Summary

The dynamic Administrative Support Specialist role combines the responsibilities of an Administrative Assistant, Office Manager, and Executive Assistant, offering a diverse and challenging work environment. The ideal candidate will report to the Managing Director and must be a highly organized and detail oriented individual.

Responsibilities

Administrative Support:

Manage office reception duties, greeting clients and visitors professionally.
Answer and direct phone calls, screen emails, and provide administrative support to the CPA team.
Schedule appointments, maintain calendars, and ensure smooth workflow for CPAs and Director.
Prepare meeting materials, travel arrangements, and expense reports.
Process and manage client files, ensuring accuracy and confidentiality.

Office Management

Oversee daily office operations, maintaining a clean and professional work environment.
Manage office supplies and inventory, ensuring timely restocking.
Coordinate with vendors and service providers.
Implement and maintain office systems and procedures, ensuring efficiency and compliance.

Executive Support:

Provide direct administrative support to the firm's Director, helping to manage their calendars, schedules, and emails.
Prepare presentations, reports, and other documents as needed.
Conduct research and data analysis as requested.
Maintain confidentiality of sensitive information and exercise discretion.

Qualifications

Minimum of 3-5 years of experience in an administrative or office management role.
Strong organizational and time management skills with the ability to prioritize multiple tasks.
Excellent communication and interpersonal skills, with a focus on providing exceptional customer service.
Proficient in Microsoft Office Suite (Word, Excel, PowerPoint).
Ability to learn and adapt to new technologies and software.
Strong attention to detail and accuracy.
Ability to work independently and as part of a team.
Professional demeanor and appearance.