Executive Assistant Job at Kositzka Wicks and Co in Richmond

Who We Are

We are a growing public accounting firm (top 25 in Virginia, as measured by the number of CPAs on staff) with a great reputation in the business community, diversified practice and a high-tech work environment. We have received the ‘Best Places to Work’ designation from both Virginia Business magazine and Accounting Today and have been named a Top Workplace by the Washington Post. We are an independent alliance member of BDO national accounting firm.

KWC specializes in providing tax, audit, accounting and business advisory services for privately held businesses, individuals, estates, trusts, nonprofit organizations, and employee benefit plans. Our diverse client base includes industries such as professional service firms, government contractors, nonprofits, real estate, construction and specialty contractors, and healthcare providers.

Why KWC?

We offer a highly-competitive compensation package, excellent opportunity for career growth/promotion, flexible work schedules, ability to work remotely, work-life balance and a great team environment, where people care about each other and recognize each other’s achievements on a regular basis. Founded in 1983, we are a well-run firm, consistently recognized as a top workplace by our staff members.

Benefits We Offer

KWC offers a competitive compensation package with benefits that include health, dental and vision coverage, 15 days of PTO to start, 12 paid holidays, a 401(k) plan with 3% contribution each year, and company-paid life, short-term and long-term disability insurance. Other benefits include free parking, flexible summer hours, with some ability to work remotely. Meals and snacks are offered during the tax busy season. “Dress for your day” is the business casual attire chosen by staff, based on the daily schedule. Flexible work schedule is also available year round.

Position Overview:

The Executive Assistant will provide high-level administrative support to assigned Principals and other staff as well as act as the liaison between professional staff and administrative staff. Proficient multi-tasker with excellent communication skills and an upbeat attitude. Team member assists colleagues and clients by handling office tasks, providing polite and professional assistance via phone, mail, and e-mail, and generally being a helpful and positive presence in the workplace. Daily activities may include managing reception area, filing assistance, special projects at request, managing accounting tasks and firm billing assistance. May recruit, interview, hire, and train junior administrative staff in the department.

Essential Functions:

• Provides high-level administrative support and assistance to the Principals and/or other assigned leadership staff.
• Arranges travel and accommodations for executives.
• Schedules and attends meetings on behalf of executives, taking notes and recording minutes.
• Receives incoming communication or memos on behalf of senior staff, reviews contents, determines importance, and summarizes and/or distributes contents to appropriate staff.
• Performs office tasks including maintaining accurate client records
• Performs additional duties as assigned by executives.
• Performs other related duties as assigned.

Principal Support Responsibilities

• Provides billing assistance and displays high level knowledge of billing software
• Sets up new clients in all required systems and continuous client updates/maintenance of client database
• Due date management, task management, can produce various reports from due date software at request
• Delivery of client final products via USPS/FedEx/Courier
• Navigate and utilize Client Database Software and run reports at request
• Scan miscellaneous documents from partners and managers to file retention database ProSystem Document
• Intake, sorting and organization of incoming tax return materials
• Scanning of tax materials both paper and electronic while adhering to policies
• Assist Principals with electronically received documents via ShareFile
• Assist in email management, scheduling appointments and managing calendars for Principals as necessary
• Assist Principals in various internal endeavors where administrative input is necessary

Firm Responsibilities

• Maintain open communication with production team
• Scanning and filing client investment statements
• Add clients to Firm’s newsletter
• Coordinate Firm sponsored trainings
• Coordinate weekly scheduling

Note: Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Minimum requirements:

• High school diploma required; Bachelor's degree in Business Administration or related field preferred.
• At least five years of administrative experience required.
• Minimum of 3 years directly supporting executives
• Prior CPA or Law Firm experience is preferred

Other Skills / Abilities:

• Excellent written and verbal communication skills
• Must be detail-oriented, thorough and organized
• Professional image and positive attitude
• Team player that wants their voice heard and is receptive to constructive feedback
• Strong critical thinking and analytical skills
• Ability to work in a paperless environment
• Excellent time management skills with a proven ability to meet deadlines.
• Ability to function well in a high-paced and at times stressful environment.
• Extensive knowledge of office administration, clerical procedures, and recordkeeping systems.
• Extremely proficient with Microsoft Office Suite or similar software with the ability to learn new or updated software.

Physical Requirements:

• Prolonged periods of sitting at a desk and working on a computer.
• Occasional lifting of boxes and/or paperwork up to 25 pounds.

Note: the job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Duties, responsibilities and activities may change or new ones may be assigned at any time with or without notice.