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Lead Administrative Assistant in New York, NY at Vaco

Date Posted: 10/9/2018

Job Snapshot

Job Description

JOB SUMMARY

Provide high level confidential administrative support to C-Suite Partner including, but not limited to, client communications, inputting time entry, mail processing, tax return processing and filing, check processing, accounts receivable/billing management and special projects as assigned. College degree strongly preferred.

ESSENTIAL FUNCTIONS


  • Anticipates Partner daily needs by managing dates of importance and expected deliverables
  • Knowledge of tax forms and deadline dates and tracking status of extensions/returns
  • PDF and submit client tax returns and variance documents to requestors (internal and external)
  • Mail and track financial documents, including quarterly estimates, payroll taxes, engagement letters, confirmations, representation letters, certioraris, RPIEs, FBARs, annual payroll, 1099s, W2s, and client government payments
  • Effectuate a significant amount of verbal and written client communication
  • Prepare and mail client billing and ensure allocate payments to proper clients
  • Receive, address and advise on client requests and communication per Partner direction
  • Prepares new client forms for processing
  • Coordinate conference call and in-house meetings with clients
  • Perform standard clerical duties such as copying, scanning, filing, answering phones
  • Willingness to work overtime with little to no notice
  • Other support duties as assigned

  • ESSENTIAL TRAITS


  • High level of professionalism, initiative, independence, confidentiality, sense of urgency and dedication
  • Impeccable organizational and follow up skills
  • Approachable demeanor, positive attitude and present well in person, via phone and email
  • Articulate, calm under pressure and adaptable to an ever-changing priority list
  • Ability to manage multiple priorities and effectively utilize time
  • Strong client service, Word, Outlook and Excel skills and ability to quickly learn proprietary software
  • Punctual, effective and results driven
  • Must be able to work in a fast paced environment with demonstrated ability to juggle multiple tasks and demands
  • Tax and time entry software and ability to track scheduling is a plus