Word Art 12

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.


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.


  • 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.