Administrative Assistant - Tax

Position Overview
The Administrative Assistant – Tax provides high-level administrative and operational support to the Tax department, helping drive an exceptional client experience while supporting the efficient coordination of tax operations. This role serves as a key connector between clients, tax professionals, and internal teams, leveraging technology, strong organizational skills, and a proactive work ethic to support departmental success. The ideal candidate is highly adaptable, client-focused, technologically savvy, and committed to delivering accurate, timely, and professional service in a fast-paced environment.

Key Responsibilities

Client Experience & Relationship Support

• Serve as a primary point of contact between clients and tax professionals, managing communications, follow-ups, and requests to ensure responsive, high-quality client service.
• Foster positive client relationships through professionalism, attention to detail, and a solutions-oriented approach.
• Anticipate client and team needs, proactively identifying opportunities to improve service and communication.

Tax Operations & Workflow Coordination

• Assist in the coordination of tax operations by supporting workflow management, project tracking, and the timely completion of client deliverables.
• Monitor return status, deadlines, and department priorities to help ensure projects remain on schedule during peak and non-peak periods.
• Collaborate with tax professionals and firm leadership to support process improvements, operational efficiency, and effective resource coordination.
• Utilize firm technologies and workflow tools to enhance visibility, accountability, and execution across the Tax department.

Technology & Process Support

• Leverage Microsoft Office Suite and firm technologies to streamline workflows, improve efficiency, and maintain accurate records.
• Embrace new software, digital tools, and process enhancements that support operational excellence and client satisfaction.
• Assist with technology-driven initiatives and process improvement efforts that contribute to the department's continued growth and success

Document Preparation & Management

• Prepare, format, review, and maintain tax-related documents, including engagement letters, tax organizers, client correspondence, and filing confirmations.
• Ensure documentation is organized, accurate, and maintained in accordance with firm standards and compliance requirements.
• Support digital document management and electronic workflow processes.

Client Onboarding & Scheduling

• Coordinate new client onboarding activities, ensuring a seamless and professional experience.
• Maintain accurate client records across firm systems and databases.
• Manage calendars, schedule meetings, and coordinate appointments using Outlook and other scheduling platforms.

Billing & Client Account Support

• Assist with the preparation, review, and processing of client invoices, ensuring accuracy and timely delivery.
• Support accounts receivable activities by monitoring outstanding balances, coordinating payment follow-ups, and maintaining accurate client account records.
• Collaborate with tax professionals and firm leadership to address billing inquiries and facilitate timely collections.
• Utilize firm software and reporting tools to track billing activity, collections status, and other key operational metrics.

Data Management & Reporting

• Accurately enter, update, and maintain client information within firm systems and tracking tools.
• Generate reports, monitor key metrics, and support department planning and decision-making through accurate data management.
• Maintain a high degree of accuracy and attention to detail across all administrative and operational responsibilities.

General Administrative Support

• Coordinate internal and client meetings, prepare agendas, document meeting notes, and track follow-up actions.
• Collaborate with team members across departments to ensure effective communication and project execution.
• Provide administrative and operational support for special projects, department initiatives, and seasonal tax workflow demands.

Qualifications

• Bachelor's degree required.
• 2+ years of administrative or operations experience, preferably within an accounting, financial services, legal, or other professional services environment.
• Demonstrated commitment to exceptional client service with the ability to build trust, communicate effectively, and maintain positive client relationships.
• Advanced proficiency in Microsoft Office Suite, including Outlook, Word, and Excel.
• Strong technical aptitude with the ability to quickly learn, navigate, and effectively utilize modern software platforms, workflow systems, and emerging technologies.
• Experience leveraging technology to improve efficiency, accuracy, collaboration, and overall business outcomes.
• Experience supporting workflow coordination, billing, accounts receivable, project administration, or other operational functions is preferred.
• Highly organized with exceptional attention to detail and the ability to manage multiple priorities in a deadline-driven environment.
• Adaptable, resourceful, and comfortable navigating changing priorities, new processes, and evolving technologies.
• Strong work ethic with a proactive, self-motivated approach and a commitment to continuous improvement.
  Ability to work independently, exercise sound judgment, and take ownership of responsibilities with minimal supervision.
• Demonstrated professionalism, discretion, and integrity when handling confidential client and financial information.