Administrative Assistant

Job Description

We are looking for a detail-oriented Administrative Assistant to join our team in Long Beach, California. In this long-term contract position, you will play a vital role in supporting daily operations and ensuring organizational efficiency. This role requires excellent communication, organizational, and multitasking skills to handle a variety of administrative tasks.

Responsibilities:

• Manage and organize important documents, ensuring deadlines for filing are consistently met.

• Provide support in tax-related tasks, including data collection, tax calculations, and identifying potential savings or credits.

• Relay messages effectively to staff and handle routine clerical duties with precision.

• Coordinate schedules, appointments, and meetings to optimize team workflows.

• Perform data entry tasks with accuracy and maintain updated records.

• Respond to inbound calls and emails professionally, providing excellent customer service.

• Collaborate with team members to ensure smooth execution of administrative processes.

• Utilize Microsoft Office applications such as Excel, Outlook, PowerPoint, and Word to complete assignments.

• Maintain an organized filing system to streamline access to important information.

• Assist with various tasks as needed to support overall team operations.

Key Responsibilities: • Schedule appointments and maintain calendars for the CPA team (software: Outlook, Zoom and Teams) • Oversee tax return processing within our workflow management and status tracking system (Canopy) • Prepare and organize documents for client meetings and tax filings • Assist with data entry and maintain accurate client records in our accounting software (GoSystem and QuickBooks) • Handle incoming and outgoing correspondence, including emails and mail • Support the team with administrative tasks, such as filing, copying, and scanning documents • Proven experience in administrative or clerical roles.

• Proficiency in Microsoft Excel, Outlook, PowerPoint, and Word.

• Strong communication skills for handling inbound and outbound calls, emails, and coordinating with staff.

• Exceptional organizational abilities to manage appointments and schedules effectively.

• Attention to detail for accurate data entry and document management.

• Ability to work collaboratively as part of a team.

• Customer service experience to address inquiries and provide support.

• Familiarity with managing filing systems and maintaining accurate records.