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Executive Assistant - Audit

Company: Daszkal Bolton LLP
Location: Boca Raton
Posted on: May 11, 2022

Job Description:

Job Description Position Summary: An Executive Audit Assistant performs high-level administrative duties for executive management in the Audit Department as well as administrative support activities for multiple professional associates. Provides primary administrative support to partners and professional staff for all client documentation and correspondence, reports, financial statements, presentations and filing requirements. Proofreads, edits, formats and processes financial statements. Coordinates and completes administrative projects requiring superior knowledge of business software used within the department. Maintains a complete working knowledge of all business operations and procedures performed within the department. This individual exercises considerable discretion and possesses excellent administrative skills. Essential Functions of the job include, but are not limited to, the following: -- Facilitates client engagement work and accomplishes objectives in a collaborative effort, prioritizing work while maintaining flexibility for and recognizing ---priority--- situations as they arise -- Relieves professional staff of many administrative tasks and executes special assignments or tasks under general supervision -- Primary duties include fielding and returning telephone calls, receiving clients, scheduling, word processing (typing and formatting correspondence and reports), filing, tax return processing, scanning, copying and faxing -- Takes initiative and recommends action to improve standard operating procedures within the Tax Department -- Demonstrates superior skills within the Firm---s standard software programs, including Microsoft Word, Excel, PowerPoint, Adobe, ProSystems, Engagement Plus, STAR and any other tax-related applications and other relevant software -- Maintains open communication with other administrative team members to ensure that all projects and tasks are completed within established timelines and guidelines; asks for assistance when needed Major Tasks/Responsibilities: The following are some major tasks associated with the above Essential Job Functions: -- Serves Principal and/or Partner and/or assignees as Executive Assistant, providing high-level administrative support including, but not limited to: o Scheduling o Calendar maintenance o Time entry o Billing support o Client communications o Call screening o Phone or email follow-up o Visitor greeting and screening o Time management o Meeting coordination -- Performs the pro forma drafting, formatting, typing and editing of client-related financial documents, reports, presentations and correspondence, monitoring progress from the draft stage to client-ready work -- Prepares bank and other confirmations and monitors until received -- Utilizes Engagement At A Glance software to input budgets and schedules to monitor engagement status -- Performs client acceptance procedures, including background and credit checks on Experian -- Creates and edits complex client engagement documents, reports, presentations, proposals or forms from limited information with minimal guidance; proofreads and edits work of professional staff upon request -- Prints, copies, collates, assembles and/or binds financial statements, correspondence, reports, proposals and marketing materials -- Coordinates and attends departmental and scheduling meetings, conferences, and other events, including, but not limited to, the preparation of agendas, arrangement of meeting facilities, acting as recording secretary, ordering food, set-up and clean-up, and preparation/distribution of meeting minutes, schedules and handouts -- Ensures that all client and Firm records are properly maintained within Firm guidelines; handles or coordinates the inventory, storage, retrieval, and maintenance of client and Firm files and workpapers -- Serves as a back-up for the Receptionist on a rotating basis for lunch breaks and as needed for general reception coverage, including morning and afternoon breaks -- Ensures consistency in form and style of all documentation released by the Firm, maintaining compliance with the Firm---s Correspondence Standards -- Manages Document Control by implementing and adhering to the Firm---s filing system policies and procedures, including document scanning -- Serves as client liaison on behalf of Partner, establishing and maintaining an excellent professional rapport with external contacts of the Firm -- Sets up new clients in STAR, ProSystems, Engagement Plus and (as requested) in Partner---s Outlook Contacts -- Forwards new client information to Corporate Communications Director for inclusion in database -- Collects and delivers client files at the request of professional staff -- Prepares billing and invoices as assigned on routine basis, ensuring deadlines are met -- Manages WIP and A/R for assigned Bill Managers, including printing and distribution of Suspense Reports and Billing Worksheets, input and/or review of standard billing, and bringing any unusual or complex billing situations to Principal/Partner---s attention for review -- Coordinates and manages documentation on the Firm---s Intranet in the Audit section -- Provides Notary services for clients and associates for Firm-related matters -- May provide administrative training to new and transitioning associates in the Audit Department -- Maintains the cleanliness, functionality, and overall tidiness of the Processing Room, Partner---s office, conference rooms, and general office areas -- Participates in daily mail functions as needed, including screening mail for Principal/Partner, sorting and distributing Firm-related external and internal mail, postage, express mail (FedEx and UPS) orders, and using personal vehicle to drop off post office or express mail on a rotating or as-needed basis -- Assists with mass mailings to clients, as requested -- Participates in daily kitchen responsibilities, including loading and unloading dishwashers, cleaning counters, running dishwasher as needed, and ensuring that there are clean coffee mugs and water glasses for general use at all times throughout the day -- Consistently meets established deadlines, ensuring that work/processes are complete and adequate time is provided for review, where needed -- Navigates the internet and uses technical equipment appropriately -- Meets or exceeds monthly billable budget -- Performs other administrative duties or projects as required or assigned Job Qualifications - Knowledge and Ability: -- Demonstrates integrity, maturity, dependability, tact, positive attitude, and enthusiasm in the performance of duties -- Cooperates with others in the Firm in a manner that recognizes the importance of teamwork in providing quality professional services -- Willing to accept new responsibilities, including seeking work from other departments when available -- Actively participates in the Firm---s social and educational functions -- Maintains an appearance and demeanor consistent with Firm culture and prevailing customs -- Ability to perform a variety of office and administrative duties independently -- Excellent knowledge of Firm practices, policies and procedures -- Excellent telephone etiquette, interpersonal skills and strong organizational skills -- Excellent knowledge and utilization of computer programs, relevant software and office equipment -- Excellent attention to detail, especially in a fast-paced, deadline-oriented environment -- Ability to multi-task, analyze and resolve problems -- Exceptional knowledge of grammar, punctuation, vocabulary and spelling -- Ability to type accurately at 50 wpm -- Ability to utilize discretion with confidential information -- Positive and proactive team player -- Ability to get along well with diverse personalities at a variety of levels -- Ability to establish credibility and be decisive while maintaining flexibility -- Ability to exercise sound judgment -- Ability to operate independently and ---self-manage--- projects -- Ability to keep calm and in control in highly stressful situations Education, Certification and Experience Requirements: -- High school diploma, including or supplemented by course work in typing, shorthand or speedwriting, and other business or administration subjects -- Minimum of four years experience in commensurate position -- History of progressively challenging, relevant positions -- Experience in a CPA firm or law firm preferred -- Associate---s or Bachelor---s degree preferred -- Knowledge of the professional service industry -- Notary Public licensure may be required Working Conditions: The work environment characteristics described here are representative of those an associate encounters while performing the essential functions of this job. -- Intermittent physical activity including bending, walking, and reaching -- Prolonged periods of sitting and standing -- The associate frequently is required to sit and reach with hands and arms -- The associate must be able to lift and/or move up to 25 pounds -- The associate must be willing and able to work a flexible schedule with possible overtime, as determined by the Firm---s management or workflow requirements -- Occasional same-day travel for meetings, seminars or errands, using a personal vehicle -- Frequent overtime required throughout the year; heavy overtime required from January 15 to April 15; overtime requirements could exceed 50 hours per week during this period Company Description At Daszkal Bolton, we stand with our clients to deliver thoughtful solutions. We think creatively and make your goals our priority because you deserve more than accounting. You deserve relationships you can trust. With Daszkal Bolton by your side, you have the added strength to conquer new ground.

Keywords: Daszkal Bolton LLP, Boca Raton , Executive Assistant - Audit, Accounting, Auditing , Boca Raton, Florida

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