Executive Assistant

Title: Executive Assistant

Location: Sarasota, FL

Position Overview:

The Executive Assistant’s primary function is to perform the clerical and administrative support functions related to auditing, accounting, tax, and other client services as directed by those professional staff members responsible for service completion. Performance is evaluated based on quality and accuracy of work.

Essential Functions:

• Types and writes letters, memos, and other correspondence.
• In XCM:
• Tracks and updates status of tax returns and extensions.
• Adds and deletes clients and client services.
• Performs maintenance to software (moves services, extends returns, etc.).
• Prepares weekly and monthly reports to track employee inventory, tasks due and/or completed, etc.
• Conducts research and compiles/prepares information as requested.
• Participates in new client meetings (as requested), sets up new client information, and maintains data for accuracy.
• Reviews work from Processing Department, and checks iChannel for scanning accuracy.
• Maintains checkbooks and bill paying services as requested.
• Prepares draft billings for Bill Manager review and produces and mails invoices to client.
• Assists Shareholder/Manager with overall organization including such things as entering daily time, tracking CPE, scanning documents to iChannel, etc.
• Performs clerical duties, which may include but not be limited to, sorting mail, screening calls, greeting visitors, backing up receptionist as needed, etc.
• Coordinates and arranges meetings, prepares agendas, reserves, and prepares facilities, provides directions, and records minutes (if necessary).
• Coordinates or assists in the coordination of marketing projects and events.
• Provides support with Federal and State extensions, as needed.
  
  
  

Other Functions:

• Develops an understanding of and adheres to Firm policies and procedures including (as appropriate) Firm’s Quality Control document.
• Pursues training and upgrading of skills, including Firm software and Microsoft Office programs, etc.
• Has a basic knowledge and understanding of the services and products offered by the Group.
• Performs other duties as may be assigned.
  
  
  

Required Experience and Skills:

• Solid knowledge of Word and a good working knowledge of Excel as well as the ability to learn other programs including data base, e-mail, tax, and calendar software.
• Effective verbal and written communication skills.
• Conducts self with integrity in a responsible, professional manner and appearance.
• Excellent organizational skills and time management skills.
  
  
  

Required Education: High school diploma

Required Experience: 2-4 years administrative experience

Working Requirements:

• Travel for meetings with clients or to attend seminars or staff meetings using a personal vehicle is likely.
• Occasional overtime is expected throughout the year and heavy overtime is required from January through April.

Salary : $23 - $27