Job Description
Job DescriptionWe are looking for a meticulous and proactive Administrative Assistant to join our team in Newport Beach, California. This Contract to permanent position offers an exciting opportunity to support our tax department and administrative services while contributing to the overall efficiency of our operations. The ideal candidate will demonstrate organizational expertise and a commitment to maintaining high standards in a dynamic work environment.
Responsibilities:
• Provide comprehensive administrative support to the Administrative Services Manager and the tax department.
• Coordinate schedules, manage calendars, and organize meetings, ensuring all participants are informed and prepared.
• Prepare and distribute precise correspondence, memos, and emails while maintaining confidentiality.
• Perform general office tasks such as filing, photocopying, mailing, and handling data entry.
• Assist with setting up client accounts in relevant applications and ensure accurate data management.
• Monitor tax return workflows, track project statuses, and generate weekly status reports for partners and managers.
• Assemble, prepare, and distribute completed tax returns, payment vouchers, and extensions to appropriate personnel and clients.
• Oversee electronic filing processes, including managing e-file rejections and ensuring successful submissions.
• Support special projects by planning objectives, setting priorities, and ensuring timely deliverables.
• Maintain and update records in tax return tracking systems, ensuring consistency and accuracy.• Associate's degree or equivalent, with 1 to 3 years of relevant experience in administrative roles.
• Proficiency in Microsoft Office Suite and Adobe products, with strong technical skills.
• Exceptional organizational and problem-solving abilities, with acute attention to detail.
• Strong verbal and written communication skills, with the ability to interact effectively across all levels of the organization.
• Capacity to handle sensitive and confidential information with professionalism.
• Ability to manage priorities, work independently, and collaborate within diverse teams.
• Versatility and adaptability to thrive in a fast-paced and changing environment.
• Demonstrated experience in planning and executing project tasks effectively.