Administrative Assistant

Rea & Associates is a growing Top 100 Accounting firm providing our clients services in tax, accounting, and business consulting. Here at Rea, we have a ‘People First’ culture and we focus on our employees’ well-being and professional development. With over 400 professionals and offices throughout Ohio, our firm has a culture that respects a work-life balance. We also provide competitive compensation and a robust benefits plan.

TheAdministrative Assistant is responsible for providing clerical support to IT and, specifically, IT leadership by ensuring smooth operations and efficient workflow. This role will use administrative systems, procedures and policies while monitoring and completing various administrative tasks and projects. 

Responsibilities

• Provide administrative support to the department, including handling phone calls, scheduling appointments, and managing calendars 
• Coordinate and schedule meetings, conferences, and training sessions for the team, including coordination of rooms, technical resources and catering 
• Prepare meeting agendas, take minutes, and distribute meeting materials as needed 
• Assist with the creation, formatting, and distribution of department related documents, reports, and presentations 
• Prepare managements’ expense reports with all related backup in a timely manner  
• Create, maintain standard operating procedures (SOPs) for assigned duties 
• Ensure all office supplies, including supplies for the local office, are ordered and stocked at all times 
• Coordinate travel arrangements for assigned management and department as needed 
• Track and maintain all software license ordering and life cycle 
• Evaluate contracts and negotiate rates with various software vendors, gathering competitive quotes where applicable. 
• Audit and compile all firm-wide license cost allocation across all business units 
• Receive and sends correspondence by mail, e-mail and fax 
• Support members of management with time and expense entry 
• Assist in tracking department expenses, processing invoices, and maintaining budget records 
• Maintain and produce reports as assigned.  
• Interact with clients and visitors in person and via phone 
• Conduct research, analyze data, and compile comprehensive reports and presentations for business development purposes, both internally and externally 
• Provide reception and office services relief (i.e. mail/file/stocking kitchens, etc.), as needed 
• Aid in maintaining the professional appearance of conference rooms and common areas 
• Support team members with ad-hoc administrative tasks and special projects as needed 

Knowledge, Skills, & Abilities 

• Embraces our core values of Integrity, Continuous Improvement, Grit, Stewardship Mindset, and Innovation, demonstrating a strong capacity for resilience, ethical conduct, and a proactive approach to both personal growth and company advancement 
• Ability to represent the firm in a positive and professional manner to while maintaining a strong and approachable presence 
• Displays superior verbal and written communication skills, including advanced knowledge of current grammar and punctuation standards 
• Experience with vendor management and negotiations. 
• Ability to deliver high quality customer service while engaging and communicating with professionals at all levels, including clients and internal team members
• Capable of working in a deadline-driven environment, managing multiple projects and tasks with strong attention to detail
• Skilled in successful multitasking, both independently and collaboratively with administrative or management professionals 
• Understands and maintains the confidentiality of all information 

Requirements

• High School Diploma, GED or equivalent required 
• Associates degree preferred 
• 3 years experience as an administrative or executive assistant in a fast-paced service industry 
• Certified Administrative Professional (CAP) or similar preferred 
• 10% - Travel to offsite team related events and meetings as needed 
• Advanced level of proficiency in Microsoft Office Suite  
• Possesses advanced-level knowledge of popular word processing and administrative programs 

Benefits

Rea & Associates offers a wide variety of benefits to help support our employees' health, wellness and financial goals.

• Health Care Plan (Medical, Dental & Vision)
• Retirement Plan (401k with 3% contribution)
• Life Insurance (Basic, Voluntary & AD&D)
• Family Leave (Maternity, Pate