Sensiba San Filippo
Senior Administrative Assistant
Sensiba San Filippo, San Jose, California, United States, 95199
Sensiba is always looking for top talent to add to our integrated team. We have an exciting opportunity for a
Senior Administrative Assistant
to join our Tax team. If you're looking for an organization that offers an inclusive environment, uses business as a force for good, and supports you and your family with flexible work options and attractive benefits, take the first step toward joining the Sensiba team!Named a Top 100 Accounting Firm and Top Workplace USA, we're recognized for exceptional employee engagement and dedication in helping our clients solve problems, navigate complexity, and build a foundation for sustainable growth.In 2018, we became a certified B Corporation (B Corp). The B Corp certification distinguishes companies that use the power of business to solve social and environmental problems. It helps us better assess how our core values align with our daily operations and identify where we can improve.Summary:The Senior Administrative Assistant offers support to the Executive Administrative Assistant and management staff by assisting with daily administrative tasks. These tasks include managing schedules, interfacing with partners, managers, and clients, in order to optimize management's time. The Senior Administrative Assistant assists the Executive Administrative Assistant, ensuring engagements are managed in a timely and efficient manner. The Assistant analyzes and simplifies work processes and procedures and balances workloads leveraging industry expertise and experience.Job Responsibilities:Meeting, Calendar, and Engagement Team Coordination:Schedules appointments and arranges teleconferencesAttends weekly check-in meetings with management to review and prioritize calendar and tasksCoordinates domestic travel arrangements and internal/external meetings; administration includes coordination of calendars, reservation of appropriate meeting location, preparation of the facility and meeting materials (as needed), confirmation of attendance, coordination of refreshments, note-taking at meetings (as needed), and post-meeting facility check/clean-upSchedules meetings to coincide with client engagements, working with client personnel and scheduling regular off-cycle meetings with client personnelProcesses mail, distributes faxes and other correspondence, and scans, as neededParticipates in committee meetings and coordinates company eventsBusiness Development:Researches, prioritizes, and creates materials for prospective clientsWorks closely and effectively with the Executive Administrative Assistant and management to keep him/her well informed of upcoming commitments and responsibilities, following up appropriatelyActs as a "barometer," having a sense for the issues taking place in the environment and keeps the executives updatedEnhances the success of key executives by "thinking outside the box" and proactively seeks out ways and means to support teamPursues new and different requests; exploring opportunities to add value to jobCompletes projects and special assignments by establishing objectives; determining priorities, managing time, gaining cooperation of others, monitoring progress, problem-solving, making adjustments to plansPrepares all documentation for new client set upUpdate our CRM pipelineCommunication and Outreach:Maintain contacts, including periodic updates and ensuring the accuracy of contact information for each executive's contacts in both Outlook and CRMWorks with Executive Assistant to coordinate individual outreach activities in support of their respective technical and industry areas of focusGeneral Administrative Support:Assemble extensions and tax returns, quarterly projections, agency response letters and misc. tax formsPrepare billing information for client invoicesPrepare monthly expense reportsTrack CPE and certificates for PartnersProvide back-up support to other administrative team members (including front desk receptionist) during absences or high volume workload periodsOther projects and administrative duties as required or as assignedScreen/handle incoming calls and emails, proactively and professionally address office matters, and escalate time-sensitive issues to Partners as needed; monitor and respond to occasional weekend emails as neededMentor and train less experienced staff/internsQualifications:Associate degree requiredBachelor's degree is preferredMinimum of 2-3 years of experience as an Administrative Assistant supporting executive levels in a professional services environmentExcellent MS Outlook, Word, Excel, PowerPoint, CRMProficiency in Digital Tools and Platforms relevant to our industry (e.g., CRM system - Salesforce, project management tools - IRIS Star, analytics software)Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detailVery strong interpersonal skills and the ability to build relationships with stakeholders, including Partners, Staff, and Administrative team membersDemonstrated proactive approaches to problem-solving with strong decision-making capabilityHighly resourceful team-player, with the ability to also be extremely effective independentlyProven ability to handle confidential information and documents with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and responseDemonstrated ability to achieve high performance goals and meet deadlines in a fast paced environmentForward looking thinker, who proactively seeks opportunities and proposes solutions.Strong client service and communication skills, both written and verbalProfessional and positive demeanor and approachPrevious experience supporting multiple individuals with the ability to multi-task and identify prioritiesStrong written and oral communication skillsThere are many reasons to join the Sensiba team: generous benefits, competitive compensation, professional advancement opportunities, and above all - our people. If you're looking for an environment that offers you growth, success, and professionalism without compromising your family, passions, and life outside of work, apply today!Sensiba LLP is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, sexual orientation, gender identity, or any other characteristic protected by law.Sensiba LLP complies with federal and state disability laws and makes reasonable accommodations for applicants and employees with disabilities. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact us at talent@sensiba.com.Certain states require employers to disclose the pay range in job postings. This position may be eligible for an annual discretionary bonus. For more information about our benefit offerings and other total rewards, contact our human resources team.
Compensation Range: $24.00/hr to $35.00/hr**Compensation may vary based on skills, role, and location
Senior Administrative Assistant
to join our Tax team. If you're looking for an organization that offers an inclusive environment, uses business as a force for good, and supports you and your family with flexible work options and attractive benefits, take the first step toward joining the Sensiba team!Named a Top 100 Accounting Firm and Top Workplace USA, we're recognized for exceptional employee engagement and dedication in helping our clients solve problems, navigate complexity, and build a foundation for sustainable growth.In 2018, we became a certified B Corporation (B Corp). The B Corp certification distinguishes companies that use the power of business to solve social and environmental problems. It helps us better assess how our core values align with our daily operations and identify where we can improve.Summary:The Senior Administrative Assistant offers support to the Executive Administrative Assistant and management staff by assisting with daily administrative tasks. These tasks include managing schedules, interfacing with partners, managers, and clients, in order to optimize management's time. The Senior Administrative Assistant assists the Executive Administrative Assistant, ensuring engagements are managed in a timely and efficient manner. The Assistant analyzes and simplifies work processes and procedures and balances workloads leveraging industry expertise and experience.Job Responsibilities:Meeting, Calendar, and Engagement Team Coordination:Schedules appointments and arranges teleconferencesAttends weekly check-in meetings with management to review and prioritize calendar and tasksCoordinates domestic travel arrangements and internal/external meetings; administration includes coordination of calendars, reservation of appropriate meeting location, preparation of the facility and meeting materials (as needed), confirmation of attendance, coordination of refreshments, note-taking at meetings (as needed), and post-meeting facility check/clean-upSchedules meetings to coincide with client engagements, working with client personnel and scheduling regular off-cycle meetings with client personnelProcesses mail, distributes faxes and other correspondence, and scans, as neededParticipates in committee meetings and coordinates company eventsBusiness Development:Researches, prioritizes, and creates materials for prospective clientsWorks closely and effectively with the Executive Administrative Assistant and management to keep him/her well informed of upcoming commitments and responsibilities, following up appropriatelyActs as a "barometer," having a sense for the issues taking place in the environment and keeps the executives updatedEnhances the success of key executives by "thinking outside the box" and proactively seeks out ways and means to support teamPursues new and different requests; exploring opportunities to add value to jobCompletes projects and special assignments by establishing objectives; determining priorities, managing time, gaining cooperation of others, monitoring progress, problem-solving, making adjustments to plansPrepares all documentation for new client set upUpdate our CRM pipelineCommunication and Outreach:Maintain contacts, including periodic updates and ensuring the accuracy of contact information for each executive's contacts in both Outlook and CRMWorks with Executive Assistant to coordinate individual outreach activities in support of their respective technical and industry areas of focusGeneral Administrative Support:Assemble extensions and tax returns, quarterly projections, agency response letters and misc. tax formsPrepare billing information for client invoicesPrepare monthly expense reportsTrack CPE and certificates for PartnersProvide back-up support to other administrative team members (including front desk receptionist) during absences or high volume workload periodsOther projects and administrative duties as required or as assignedScreen/handle incoming calls and emails, proactively and professionally address office matters, and escalate time-sensitive issues to Partners as needed; monitor and respond to occasional weekend emails as neededMentor and train less experienced staff/internsQualifications:Associate degree requiredBachelor's degree is preferredMinimum of 2-3 years of experience as an Administrative Assistant supporting executive levels in a professional services environmentExcellent MS Outlook, Word, Excel, PowerPoint, CRMProficiency in Digital Tools and Platforms relevant to our industry (e.g., CRM system - Salesforce, project management tools - IRIS Star, analytics software)Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detailVery strong interpersonal skills and the ability to build relationships with stakeholders, including Partners, Staff, and Administrative team membersDemonstrated proactive approaches to problem-solving with strong decision-making capabilityHighly resourceful team-player, with the ability to also be extremely effective independentlyProven ability to handle confidential information and documents with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and responseDemonstrated ability to achieve high performance goals and meet deadlines in a fast paced environmentForward looking thinker, who proactively seeks opportunities and proposes solutions.Strong client service and communication skills, both written and verbalProfessional and positive demeanor and approachPrevious experience supporting multiple individuals with the ability to multi-task and identify prioritiesStrong written and oral communication skillsThere are many reasons to join the Sensiba team: generous benefits, competitive compensation, professional advancement opportunities, and above all - our people. If you're looking for an environment that offers you growth, success, and professionalism without compromising your family, passions, and life outside of work, apply today!Sensiba LLP is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, sexual orientation, gender identity, or any other characteristic protected by law.Sensiba LLP complies with federal and state disability laws and makes reasonable accommodations for applicants and employees with disabilities. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact us at talent@sensiba.com.Certain states require employers to disclose the pay range in job postings. This position may be eligible for an annual discretionary bonus. For more information about our benefit offerings and other total rewards, contact our human resources team.
Compensation Range: $24.00/hr to $35.00/hr**Compensation may vary based on skills, role, and location