Corporate Administrative Assistant

Description

Experience. Integrity. Results. Our success is measured in yours!

Come join our Team! Shorter Summer Hours! Flexible Work Arrangement! Great Benefits!

Why join our team? Smith Schafer has consistently earned a spot on the Star Tribune Minnesota Top Workplace list and 95% of our team members say that they feel genuinely appreciated at Smith Schafer. Our culture is a top priority!

Job Summary:

The Corporate Administrative Assistant works closely with the Director of Operations to help facilitate the efficient operation of the corporate department by performing a variety of administrative, analytical, and procedural tasks. This position supports executive and management level staff. This individual will support internal business partners, including but not limited to, Human Resources, Corporate Accounting, Marketing, and Tax, Audit, and Accounting Services departments. 

Key Responsibilities for the Corporate Administrative Assistant: 

• Organizes and maintains electronic filing system (iChannel) and reviews processes for improvements.
• Retrieves information as requested from records, emails, minutes, documents, or systems, and prepares written summaries of information/data when needed.
• Plans and coordinates firm-wide events. This includes searching for event sites, logistics, event setup, and coordinating with the internal team (Board of Directors, Director of Operations, Office Managers and OMPs).
• Assist with tax and accounting team during busy season tasks, to include but not limited to: billing assistance, SafeSend returns, scanning, answering phones, and tax assembly.
• Orders various supplies for individual offices and corporate department, includes ordering and managing items from TaxBook, Greatland, Anchor and other vendors.
• Prepares, processes, and distributes monthly engagement letters.
• Compiles agendas, training documents and schedules internal training, lunch and learns, and various firm-wide meetings.
• Completes various accounting related tasks for Manager of Corporate Accounting such as entering client expenses, compiling a report for monthly financials, calculating PTO hours, and compiling reports for annual reviews. 
• Attends committee meetings and records and distributes minutes to staff. 
• Prepares reports for senior management staff.
• Assists with marketing tasks within the firm.
• Assists in pulling information and preparing reports from various systems such as Practice Engine, Paylocity and Excel.

Requirements

Required: 

• Three or more years of administrative or related experience.
• Ability to meet deadlines in a fast-paced environment.
• Proficient in Microsoft Outlook, Word, PowerPoint, and Excel. 
• Strong communication skills to work with all levels of the organization.
• Demonstrates analytical and problem-solving skills. 
• Customer-service oriented, shown by the following attributes: proactive, observant, knowledgeable, and reliable.
• Demonstrates ability to handle sensitive information, with discretion and professionalism.

Preferred: 

• Prior work experience in a pubic accounting firm. 
• Prior administrative experience working in a professional corporate environment. 

Physical Requirements: 

• Ability to lift 20 pounds, stand or sit for extended periods of time, as well as type/enter data at a keyboard regularly. 

 Smith Schafer is an Equal Employment Opportunity Employer