Description

We are seeking an Administrative Assistant to greet clients and visitors to our office, answer phones, take detailed messages, handle client requests, and handle various duties for upper management. We are looking for an individual who is efficient and comfortable with a high velocity of client correspondence. The ability to multi-task, while maintaining complex schedules and balancing high priority deadlines is essential in this position. The ideal candidate for this position is resourceful, a good problem solver and organized. Assuring a steady completion of workload in a timely manner is key to success in this position. 

·      Operate multi-line telephone system to answer incoming calls and retrieve voice mail messages

·      Greet clients and visitors, schedule client appointments, and confirm client appointments in advance

·      Liaison between Partners, Staff and Clients; Respond promptly to Partner, Staff, and Client requests 

·      Process incoming & outgoing mail, faxes, and other documents; Create memos, correspondence, reports and other documents when necessary.

·      Document retention including scanning and filing, as well as paperless procedures for document archiving

·      Daily monitoring of Partner, Director, and Manager calendars

·      Set up new client files, pull and prep client files for scheduled appointments

·      Assist Tax & Accounting Department with tax assembly and presentation of client deliverables for pick up or mailing

·      Create Power of Attorney form & obtain signatures from Clients & Partners/Directors/Managers

·      Orders, receives and maintains office supplies

·      Maintain constant cleanliness of Front Lobby, Conference Room, Break Room and other communal office areas; Maintain Conference Room schedule and run errands for necessary supplies/snacks/décor/etc.

·      Ensure operation of equipment (printer/copier, fax machine, coffee machine, popcorn machine, etc.) by completing preventive maintenance requirements and scheduling necessary repairs

·      Assist Tax Director to oversee biweekly Firm newsletter; Manage newsletter content & client feedback

·      Direct support for Firm Partners, Directors, Managers and all other Staff

·      All other duties as assigned 

Requirements

·      Bachelor’s Degree

·      2+ years’ experience in Administrative Office role

·      Experience with Microsoft Office applications

·      Excellent written and verbal communication skills a must! You are the face and voice of our firm. You will communicate with all clients via telephone, email and in-person

·      Excellent organizational skills and time management skills with a proven ability to meet deadlines

·      Ability to maintain professionalism and a positive service attitude at all times

·      Motivated to learn and be challenged

·      Reliable, dependable and punctual

·      Attention to detail

·      Ability to handle sensitive information in a confidential manner

·      Problem solving and analytical skills

.

Robert Half is the world’s first and largest specialized talent solutions firm that connects highly qualified job seekers to opportunities at great companies. We offer contract, temporary and permanent placement solutions for finance and accounting, technology, marketing and creative, legal, and administrative and customer support roles.

Robert Half puts you in the best position to succeed by advocating on your behalf and promoting you to employers. We provide access to top jobs, competitive compensation and benefits, and free online training. Stay on top of every opportunity – even on the go. Download the Robert Half app and get 1-tap apply, instant notifications for AI-matched jobs, and more.

All applicants applying for U.S. job openings must be legally authorized to work in the United States. Benefits are available to contract/temporary professionals, including medical, vision, dental, and life and disability insurance. Hired contract/temporary professionals are also eligible to enroll in our company 401(k) plan. Visit roberthalf.gobenefits.net for more information.

© 2023 Robert Half. An Equal Opportunity Employer. M/F/Disability/Veterans. By clicking “Apply Now,” you’re agreeing to Robert Half’s Terms of Use.

Apply Here For Job Posting