Office Manager

Posting ID : A1068494869
Date Posted : 2015-08-19
Category : Admin Office

The Office Manager/Executive Assistant position encompasses a wide range of activities with involvement in all phases of administration, facilities and personnel. The Office Manager/Executive Assistant is responsible for planning, organizing, and controlling the day-to-day operations of the location, and for executing the implementation of Firm policies.

The Office Manager/Executive Assistant provides a high-level, efficient and professional administrative support and serves as the principle support to the Partner-In-Charge of the location and the Partner-In-Charge of Tax Services for the location. Skills include a high level of integrity, being able to assess and anticipate the Partner's needs and be comfortable making independent decisions even in the face of ambiguity and high pressure. The Office Manager/Executive Assistant should be able to work independently to complete projects for the Partners with little or no direction. The ability to adapt to diverse and changing priorities, environments and personalities is essential to being successful in this role.

The position requires someone who is highly organized and attentive to detail, solution-oriented and able to handle high pressure, fast-paced environments. Must be willing to be available when needed outside of normal office hours and to work flexible hours on occasion to support large projects.

The position requires advanced level skills in Microsoft Outlook, intermediate to advanced level skills/knowledge in Microsoft Word, Excel and PowerPoint as well as experience with general office support, scanning, photocopying, and receptionist coverage. Additional software utilized in the role: XCM, Laserfiche, Practice CS, GoSystem, ProSystem, EchoSign.

Reporting Relationship: This position reports to the CFO/CAO.

Office Management Responsibilities:

Responsible for all aspects of managing the physical space of the office, including space planning, equipment repair, office relocation, mail, photocopying and reception
Supervises Front Office Coordinator and contributes to their annual performance evaluations
Acts as liaison with property landlord and contractors
Resolve many office issue independently and facilitates solutions, conferring with CFO/CAO to resolve the most complex issues
Interprets and ensures compliance with Firm policies and procedures
Identifies service and operational problems and issues; advises management of serious issues; recommend and implements solutions
Monitors general office expenses (i.e. office supplies, equipment)
Manage administrative team members; including approval of PPTO requests and liaison with Firm management regarding HR matters

Executive Support:

Provide high level of support to multiple partners/managers within the department.
Calendar management and meeting coordination for multiple partners/managers
Travel arrangements -- domestic and international
Telephone screening
Prepare written client correspondence as requested
Input daily time for multiple partners/managers within Practice CS software
Prepare and submit expense reports for multiple partners and/or managers as assigned
Complete monthly AMEX reconciliation within ExpensAble software system
Final review of tax return packages prior to delivery to client (ensure all documents are signed, proper mailing envelopes are included, verify method of delivery, update internal tax return/projects tracking system, prepare for mailing/courier/overnight delivery)
Scanning client documents into the electronic fileroom (Laserfiche) in accordance with the department's workpaper index
Create, edit and track engagement letters for new and existing Tax clients.
Complete client set up forms for new Tax clients/engagements.
General administrative tasks -- photocopy, scan, email
Back up for Receptionist

Departmental Support:

Maintain various spreadsheets/department reports/schedules
Review monthly time & expense entry for the department for adequate entry & correct coding
Compile agenda, minutes and various reports for weekly tax department partner/manager meeting
Mail merge various client communications as requested throughout the year
Maintain continuing education records for the department's professional staff
Obtain proper approvals and complete registration and travel arrangements for staff member's training/continuing education courses
Assistance in coordination of the department's annual employee performance review process in your location. Compile and distribute documents to partners/managers, schedule individual review meetings for professional staff, and ensure all deadlines are met in accordance with the HR department's timeline.
Assistance in coordination of the department's annual Busy Season Kickoff Meeting for your location.

Knowledge, Skills and Abilities:

Professional, tactful and exceptional communication skills for interaction with senior management, colleagues and clients.
Ability to prioritize and execute tasks with a sense of urgency; cool under pressure
Ability to "self-manage" projects
Ability to handle details of a highly confidential and critical nature
Ability to build relationships
Ability to maintain a professional demeanor in a fast-paced environment, easily handling and overcoming scheduling demands/conflicts and multiple simultaneous requests
Ability to multi-task, establish priorities and readily adapt as needed, recognizes problems and uses good judgment for quick resolutions
Ability to demonstrate proficient level in MS Office Suite products
Ability to work independently and under tight deadlines requirements
Ability to work collaboratively with a team
Ability to adapt, maintain effectiveness in varying environments
A desire and demonstrated ability to learn new technologies and leverage opportunities for process improvements

Minimum Qualifications:

Three to Five (3-5) years of related experience working in a fast-paced corporate environment
Advanced level skills in Microsoft Word and Outlook
Intermediate/Advanced level skills in Microsoft Excel and PowerPoint

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