Administrative Assistant Job at Pannell Kerr Forster of Texas, PC in Houston

Job Summary:

Assist Directors, Senior Managers and Managers on a wide variety of responsibilities. Daily administrative tasks include preparation and transmittal of correspondence and creation or reproduction of other documents or presentation material as necessary, scheduling appointments, updating department calendar. Responsibilities also include coordination of catering arrangements for office functions, as appropriate, assisting with travel arrangements, scheduling of departmental meetings, and posting in Practice of department time and expense reports. Setting up and maintaining client and contact information. Provide assistance in orientating new administrative staff for the department. Cross-train other administrative staff in the department. Maintain Schedule calendar. Ordering and maintaining office supplies for the department. Answer all incoming calls with a professional voice and manner. Greet visitors to the firm in a professional demeanor. Perform housekeeping as needed after meetings to ensure the area is presentable for the meeting. Process tax returns, extensions, and notices as requested. Maintain Due Date Calendar.

Essential Duties & Responsibilities:

The duties of this position will vary by department. Specific responsibilities will be assigned depending on the work therein. While this position may not perform each of these functions, the person must be capable of performing them:

Knowledge Capital & Technical Abilities

1. Ability to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.
2. Ability to make well thought out decisions and effectively multi-task. Focuses on executing and achieving results in a timely manner through and with others. Proactively seeks knowledge, new tasks, and responsibilities.
3. Performs assigned tasks in an engagement or project to assist in the completion of client service work, including but not limited to typing, copying, and binding financial statements, proposals, reports, and miscellaneous items. Ability to establish workload priorities and perform assigned tasks on engagements or projects in a timely manner.
4. Responsible for knowing and understanding the Firm’s service approach, professional requirements, and lines of business. Asks appropriate questions and requests supervision when in need of assistance.
5. Ability to effectively communicate, both verbally and written. Answers telephones and routine questions or route calls to appropriate staff members. Composes and types all types of correspondence. Proofreads and corrects drafts for grammar, punctuation, spelling, and addition, in order to produce error-free work.
6. Ability to organize and maintain files, schedules, appointments, and calendars for departments, Directors, or staff. Arranges for meetings and conferences. Maintains files of correspondence and other records, as well as controls files of matters in progress. Receives, reads, and routes incoming mail to Director or department staff.
   

Client Service

1. Maintains strong commitment to client relations by assisting with strategies and solutions that build and sustain client commitment and loyalty.
2. Gains client’s confidence through responsiveness, accuracy, and efficiency.
3. Maintains flexibility, as client service activity may not always be predictable, and may be subject to immediate change or overtime requests with very short notice.
4. Relates well with client service team and other Firm associates by building effective relationships.

Practice Development

1. Understands the department and business; ability to understand the key drivers affecting the department and PKF Texas, P.C. and our clients within the broader business environment.
2. Maintains department calendars for events, meetings, and client opportunities throughout the year.
3. Provides logistical support; including mailings, coordination of large print projects, and managing invitation and RSVP lists.
4. Positively represents and actively promotes the Firm in their daily interaction with clients and others.

Teamwork & Professional Leadership

1. Works collaboratively and cooperatively with other Administrative Assistants and sharing information to achieve common goals. Assists newly hired Administrative Assistants and coaches them on Firm policies and procedures, as needed.
2. Conducts oneself professionally and shows respect to others at all times; maintains poise under pressure, especially during stressful times and during peak periods of client engagement activity.
3. Develops and establishes rapport with fellow employees.
4. Cooperative and responsive to training, supervision, and constructive feedback.
5. Respects and embraces diversity; looks to build a One-Firm team spirit amongst peers.

Admin & Other (misc. and office admin.)

1. Punctually enters time and expenses to support efficient billing processes.
2. Other miscellaneous duties as assigned including but not limited to assembling manuals, seminar materials, and other materials, taking minutes in meetings, and making travel arrangements.
3. Relieves receptionist when needed and as requested.
4. Maintains appropriate compliance with all Firm wide and local office policies and procedures.

Skills, Education and/or Experience:

1. Minimum of an associate or bachelor’s degree in related discipline or equivalent work experience with approximately 1-4 years of experience preferred; Human Resources or recruiting-related experience a plus.
2. Ability to effectively use Outlook, Microsoft Teams, SharePoint, and Microsoft Office including Word, Excel, and PowerPoint.
3. Experience with recruiting information/applicant tracking systems, such as ADP, LinkedIn, Monster, Handshake, and Simplicity is a plus.
4. Strong communication, interpersonal, teamwork, and organizational skills including effective writing and speaking skills as well as the flexibility to accommodate different personalities and professional work styles.
5. Strong project management skills with the ability to organize work and projects, prioritize and meet deadlines. Ability to complete work in an efficient and accurate manner.
6. Ability to be team-oriented, organized, dependable, trustworthy, and able to multi-task.