POSITION SUMMARY:
ORBA is looking for a self motivated, detail oriented Administrative Assistant to support multiple directors/ managers throughout the firm. We are looking for someone who is able to multitask and provide a high level of support by performing a variety of administrative tasks.
DUTIES AND RESPONSIBILITIES:
- Works a hybrid schedule and comes into the office at least 2-3 times a week
- Manages multiple Directors/ Managers simultaneously and can multi-task and prioritize requests
- Prepares high volume monthly billing invoices and account statements for each assigned Director/ Manager
- Prepares responses to client notices received from the IRS and other government body agencies
- Interacts and communicates with Directors’/ Managers’ clients
- Meet deadlines to match client expectations for timely delivery of service
- Ensures client data is collected in a timely manner to comply with filing requirements
- Edits and completes agreements according to Director’s/ Manager’s notes and preferences
- Handles regular correspondence with clients as delegated by Directors/ Managers
- Transcribes verbal and handwritten notes into documents
- Composes memos and letters
- Works with Directors/ Managers to get their time and expenses entered in a timely manner
- Receives, processes and routes incoming mail to Directors/ Managers
- Schedules and keeps calendar appointments in Microsoft Outlook for Directors/ Managers
- Schedules meetings, arranges travel arrangements and other request from Directors/ Managers
- Maintains files of correspondence and other records
- Performs simple bookkeeping and journal entries using QuickBooks
- Serves as backup to receptionist at regularly scheduled intervals
- Covers the front desk, answers the phone, routes calls to the appropriate individuals and greets visitors
- Performs other duties as assigned
