Executive Assistant and Office Coordinator

Role Overview
The Executive & Office Coordinator serves as the welcoming face of the firm and the primary support system for the partners and staff. This role is essential for maintaining a smooth, organized, and professional office environment. The ideal candidate is highly organized, detail-oriented, and proactive in managing daily administrative tasks, ensuring that the office runs seamlessly and that the partners’ time is maximized.

Key Responsibilities
Office Administration & Reception
● Serve as the primary point of contact for clients and visitors, providing a professional and
welcoming experience.
● Manage guest access by adding visitors to the building’s security list.
● Handle the distribution of mail within the firm and manage outgoing correspondence.
● Order office supplies, maintain proper inventory of all necessary work tools, and ensure
the office is well-stocked and presentable at all times (e.g., proactive maintenance of
kitchen and common areas).

Partner Support & Task Management
● Manage email and task flow for three partners, prioritizing and organizing
communications to ensure timely responses.
● Assist partners with time entry and tracking within firm systems, ensuring accurate and
timely logging of billable hours.
● Provide general administrative support to the partners, anticipating their needs and
handling routine tasks to free up their time.

Client & Workflow Support
● Execute the end-to-end e-file process (as designed by the Operations Manager),
including sending returns to clients, collecting signatures, storing signed versions, and
releasing returns to tax authorities.
● Onboard new clients within all firm systems (e.g., Workflow, [Placeholder for Tax
Software], [Placeholder for CRM]), ensuring accurate and complete data entry.
● Assist with basic A/R tasks, such as sending gentle reminders for outstanding invoices.

Qualifications
● Previous administrative, executive support, or reception experience in a professional
office setting.
● Strong organizational and time-management skills, with the ability to handle multiple
tasks simultaneously.
● Excellent written and verbal communication skills.
● A proactive, “no task is too small” attitude, with a keen eye for detail and a commitment
to maintaining a professional office environment.
● A warm, welcoming and professional attitude, with comfort welcoming clients and setting
a tone for a positive work environment for the team.
● Proficiency in standard office software and a willingness to learn firm-specific systems
like Workflow

Pay: $75,000.00 - $110,000.00 per year

Benefits:

• Health insurance
• Paid time off
• Retirement plan

Work Location: In person