Executive Administrative Assistant - Audit & Consulting Partner

Recruiter
SENSIBA SAN FILIPPO LLP
Location
Pleasanton
Salary
Competitive
Posted
14 Jun 2021
Closes
01 Jul 2021
Job role
Audit
Contract type
Permanent
Hours
Full time
Job DetailsLevelExperiencedJob LocationPleasanton – Pleasanton, CAPosition TypeFull TimeTravel PercentageInfrequently – Job CategoryAdmin – ClericalDescriptionWith over 40 years of experience Sensiba San Filippo LLP (SSF) believes in providing our clients with more than just a tax strategy or compliance report. At SSF we use our professional and personal skills to improve the lives of our families, communities, clients and colleagues. Offering comprehensive assurance, tax and consulting services, the Firm has a regional focus with global expertise.SSF's core values are Family, Community, Firm (in that order). Our relationships are built on honesty, mutual respect, and trust.In 2018, SSF became the first and only California CPA firm certified as a B Corporation (B Corp). This certification distinguishes companies that use the power of business to solve social and environmental problems. The B Corp certification helps us better assess how our core values are aligned with our daily operations and helps identify where to improve.Should YOU be excited about the possibility of becoming a member of the SSF Family please apply below and our Recruiting Team will be in touch!About YouYou are a key support person with daily administrative tasks and a passion to serve. Strong organizational skills and attention to detail help you analyze and simplify work processes, and ensure client satisfaction. You are an extension of the partners you serve to firm clients, prospective clients and key referral sources. You enjoy being a key player in developing new business by supporting your team with compassion, diligence and a sense of urgency.Position to be located in our Pleasanton HQ office as soon as it is viable to do so. Remote work is an option on a hybrid basis but must be available to coordinate logistics on site and/or East Bay for events and meetings as needed.Primary Responsibilities (other duties may be assigned):Meeting, Calendar, and Engagement Team Coordination:Schedule appointments and arrange Zoom meetingsConduct weekly check–in meetings with Partners to review calendar and tasksCoordinate and schedule domestic travel arrangementsPlan and coordinate internal and external meetings; administration including coordination of calendars, reserving appropriate meeting location, facility set–up, meeting materials preparation (as needed), attendance confirmations, coordination of refreshments, note–taking at meetings (as needed), and post–meeting facility check/clean–upTrack projects, including setting up and maintaining a calendar of critical dates, events and personnel for each engagementSchedule meetings to coincide with client engagements, including working with client personnel, and scheduling of regular off–cycle meetings with client personnelProcess correspondence and file electronicallyParticipate in committee meetings and plan company eventsBusiness Development:Work closely and effectively with the executives to keep him/her well informed of upcoming commitments and responsibilities, following up appropriatelyEnhance the success of key executives by "thinking outside the box" and proactively seek out ways and means to support teamCoordinate with marketing team to prepare proposals and with proposed engagement teams for appropriate contentComplete projects and special assignments by establishing objectives; determining priorities, managing time, gaining cooperation of others, monitoring progress, problem–solving, making adjustments to plans. Prepare all documentation for new client set up, including statements or work via DocuSignAssist with management of executives social media platformsPlan and organize eventsUpdate CRM and help manage pipelineCommunication and Outreach:Edit and complete drafts for communications to external stake holdersMaintain contacts, including periodic updates and ensuring the accuracy of contact information for each executive's contacts in both Outlook and CRMWork with executives and coordinate individual outreach activities in support of their respective technical and industry areas of focusFollow up on contacts and support the cultivation of ongoing relationships. Draft/edit follow up communications from the executives to clients and prospects, referral sources, key market contacts, etc.General Administrative Support:Prepare billing information for client invoices with assistance from Finance and via monday.comPrepare monthly expense reportsTrack CPE and certificates for PartnersOffice management, including conference room maintenance and coordination of any facilities issues (when needed)Provide 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 neededPrepare engagement letters, including proactive contact of team members to facilitate follow–up if neededSSF strives to hire from our local talent pool as one of the many ways we demonstrate our commitment towards supporting our local communities. We're invested in our cities' growth, the well–being of its citizens and the health of our local economy.SSF is an Equal Opportunity Employer and considers all qualified applicants regardless of race, gender, color, religion, national origin, age, sexual orientation, gender identity, disability, veteran status or other classification protected by law.QualificationsKey Success Factors/Qualifications for the Individual in this Role: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 membersExpert level written and verbal communication skillsDemonstrated proactive approaches to problem–solving with strong decision–making capability. Emotional maturityHighly 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 prioritiesRequirements:Associate degree; Bachelor's degree is preferred3 years of experience as an Administrative Assistant supporting executive levels in a professional services environmentExcellent MS Outlook, Word, Excel, PowerPoint, CRMStrong work ethic, excellent organization and prioritization skills and the ability to identify and complete projects without specific direction or with minimal supervisionTeam oriented with solid interpersonal skills and office etiquette

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