Administrative Assistant

Job Description

This position will be focused on providing day-to-day, high-level administrative support, as well as independent project assignments, to multiple professionals. Responsibilities include but are not limited to: scheduling appointments, composing memos, performing research and creating proposals and presentations. The position requires the individual to be capable of prioritizing competing requests and needs of the department members. This role requires a very high level of professionalism in communicating with both external and internal contacts and the individual should have the ability to exercise independent judgment in such dealings.  An advanced proficiency in administrative skills including communication and technology is required. Must be able to work in a rapidly changing environment and provide timely, high-quality and accurate work product.

 Essential Duties

• Provide general administrative support to a department or group of partners and managers.
• Prepare correspondence, proofread and format documents using Microsoft Word.
• Prepare engagement letters and proposals in accordance with Firm policies and procedures.
• Assemble and generate reports using Firm supported software.
• Create and work with spreadsheets.
• Assist with financial statements using Excel and ProFX Engagement.
• Handle incoming and outgoing mail.
• Prepare invoices/billings for entire team as directed.
• Proactively anticipate and independently manage calendars and meetings.
• Maintain and update contact lists using Microsoft Outlook and CCH Practice Management.
• Create, edit and proofread PowerPoint presentations from various sources as directed.
• Assist administrative team with duties as needed, including but not limited to providing coverage for reception, working with a team on special projects and other administrative duties as they may be required.
• Manage, research and synthesize data for high level projects.
• Conduct research as needed regarding surrounding travel, meeting, and departmental needs.
• Must follow Firm’s procedures, style-manual and protocol.

 Qualifications

• 3+ years experience in administrative support.
• High School Diploma or equivalent.
• Relevant experience, preferably in a CPA firm or large corporate, professional services environment preferred.
• If necessary, must be able to work some overtime during busy season (January through April 15th).
• Strong ability to work independently with minimal direction while exercising good judgment/decision making.
• Ability to communicate with assigned partners and other client servers regarding project issues/questions, deadlines, project load and prioritization.
• Highly organized with the ability to prioritize effectively while working on multiple tasks.
• Exceptional and professional communication skills.
• Strong technical skill and the experience with Microsoft Office (Outlook, Word, Excel, Power Point).

 

 

 

• Adept at scheduling, organizing and maintaining multiple and challenging Outlook calendars and managing conflicts.
• Experience processing, proofreading and formatting documents.
• Ability to link Excel spreadsheets to work documents.

• Ability to extend time commitments during periods of meeting critical deadlines.

• Ability to perform in unique and changing environment by responding effectively to changes and deadlines.  
• Ability to work effectively as a team member but is capable of working alone for significant periods of time as well.

• Ability to prioritize and take initiative.
• Significant attention to detail and follow through skills.
• Excellent organization and time management skills.
• Excellent interpersonal skills and pleasant, positive demeanor.

Preferred

• Experience working at a Public Accounting Firm.
• Bachelor’s Degree.

PKFODA is an equal opportunity employer.  The Firm is committed to providing equal employment opportunity to all persons in connection with hiring, assignment, promotion, compensation or other conditions of the employment relationship regardless of race, color, age, sex, marital status, disability, pregnancy, citizenship, philosophy/religion, national origin, sexual orientation, gender identity, military or veteran status, political affiliation or belief, or any other status protected by federal, state or local law.

To all staffing agencies: PKF O'Connor Davies Advisory, LLC (“PKFODA”) will not be utilizing agencies to staff this position. Please