Executive Assistant Job at Falcon Sanchez & Associates in 00901

WHO WE ARE

Falcón Sánchez & Associates, a leading local CPA firm, is looking for a talented Executive Assistant that will add value to our firm and to our clients. Join us as we provide work-life balance during your experience of growth.

SUMMARY OF RESPONSIBILITIES

The Executive Assistant supports the Principal and Senior Management of the Firm. Provide high quality executive support to control and oversee internal operations, people, and assignments. Serves as the primary point of contact for internal and external resources on all matters pertaining to the Office of the President and Principal. Perform a variety of administrative tasks, fill in for the receptionist when necessary, and present a professional image of the firm to callers and visitors. Oversee the reception functions.

The dynamic nature of this role requires exemplary time management skills and the ability to identify and anticipate the Principal and Management needs. The role must interact seamlessly and with a professional demeanor across a broad range of individuals including members of the Senior Management Team, and clients. To perform this job successfully, the individual is expected to handle highly sensitive and confidential financial, legal, personnel and institutional information while exercising professionalism and discretion

1. Assist the Principal and/or President in maintaining good relations with external contacts and networks; daily office management; handling correspondence; managing executive travel schedules and internal meeting schedules; arranges external meetings & conferences involving Principal and President; maintains a contact database.
2. Completes a broad variety of administrative tasks for the Principal including managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.
3. Answer phones and coordinate conference calls quickly and efficiently, using a multi-line telephone system.
4. Receive phone and email messages accurately and promptly, using the phone system, copy machine and personal computer.
5. File library materials (paper and electronic), workpapers, and correspondence.
6. Type correspondence, reports, and financial statements accurately and timely using Microsoft Word and Microsoft Excel.
7. Assemble client tax returns.
8. Proofread reports and correspondence.
9. Maintain office supplies inventory.
10. Greet and welcome guests as soon as they arrive at the office.
11. Prioritizes conflicting needs; handles matter expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
12. Research and compile materials needed for meetings, calls, projects, etc.
13. Function as the liaison between senior manager and staff, clients, etc.
14. Coordinate and oversee document production and projects, as requested.
15. Coordinate in-house meetings, including conference room set-up, beverage/food, etc.
16. Maintain client files, contacts database and record keeping needs of organization.
17. Perform other clerical receptionist duties such as filing, photocopying, transcribing and faxing.

JOB QUALIFICATIONS

1. Bachelor’s degree in office administration or equivalent in education and experience.
2. One (1) year of experience in a similar role.
3. Fully Bilingual (Spanish and English)
4. Excellent written and oral communication skills;
5. Ability to perform several tasks concurrently with ease and professionalism.
6. Ability to type 60 words per minute.
7. Computer literate in Microsoft Office applications such as Word, Excel, and PowerPoint.

This job description does not list all the duties of the job. You may be asked to perform other assignments and duties. You will be evaluated in part based on your performance of the tasks listed in this job description.

Equal Employer Opportunity