Administrative Assistant

Job Summary:

An Administrative Assistant is charged with providing clerical support to assigned department by using administrative systems, procedures and policies and monitoring and completing various administrative projects. In this capacity, the Administrative Assistant will be charged with supplying administrative support to assigned management members, including but not limited to the creation of proposals and presentations in accordance with BDO standards.
 

Job Duties:

• Schedules and coordinates meetings for partners, and management team for multiple locations within the region
• Produces metric reports and charting based on minor analysis and data provided
• Drafts and proofs engagement letters to clients
• Processes, assembles and sends tax returns and financial statements to clients
• Performs a variety of coordinator duties, which may be complex and confidential
• Greets candidates and clients, answers telephones, take messages, and responds to general questions regarding the work of the department
• Coordinates international and domestic travel arrangements, including but not limited to  travel itineraries, agendas, visas, passports, documentation for foreign travel, and expense reports
• Manages mail with attention to due dates and actions required
• Produces a variety of materials including but not limited to letters, memoranda, interoffice communications, confidential presentations and reports
• Attends meetings and conferences, as required, and takes meeting notes; assists in conference and meeting management
• Provides reception and office services relief, as needed, which includes but is not limited to sorting mail, filing, and stocking kitchens
• Scans and saves workpapers submitted by clients
• Manages and monitors GoFileRoom 
• Assists Office Administrator with obtaining coding and approval for vendor invoices
• Processes and mails client invoices
• Works with management to set up client billings 
• Participates in proposal and presentation preparation and processing from RFP review and engagement team planning to production of proposal materials through oral presentation deliverables 
  • Leverages appropriate firm tools, templates and resources so that deliverables  accurately reflect the firm's corporate visual identity
  • Gathers content on prospective clients and current firm credentials from key contributors
  • Edits, produces and distributes final deliverables
• Maintains Business Development contact lists 
• Prioritizes and works independently or with minimal supervision
• Other duties as required; may include but are not limited to assisting management with a variety of administrative tasks
   

Qualifications, Knowledge, Skills & Abilities:

Education:

• High School Diploma, GED or equivalent, required
• Bachelor's degree, preferred

Experience:

• Three (3) or more years of administrative experience, required
• Professional services firm experience, preferred

License/Certifications:

• N/A

Software:

• Advanced level of proficiency in Microsoft Office Suite, required
• Experience with PeopleSoft Financials, preferred

Language:

• N/A

Other Knowledge, Skills & Abilities:

• Ability to work in a deadline-driven environment and handle multiple projects / tasks with an attention to detail
• Advanced or expert in computer skills:  Word, Excel, Outlook, PowerPoint.  Experience in Peoplesoft database recommended 
• Excellent written and verbal communication skills including superior grammar, spelling, and punctuation that enable the incumbent to work with top level management and other executive level clients.
• Possesses superior customer service skills. Displays independent judgment, finesse and diplomacy in all situations 
• Consistently seeks to improve processes
• Excellent organizational skills and detail oriented that enable efficient and effective multi-tasking
• Capable of managing highly confidential information
• Ability to work well with all levels of management as well as outside external clients 
• Team player who is willing to help out as needed

Individual salaries that are offered to a candidate are determined after consideration of numerous factors including but not limited to the candidate's qualifications, experience, skills, and geography.                                                                    

California Range: $55,000 - $73,000 
Colorado Range: $55,000 - $60,000
NYC Range: $75,000 - $80,000
Washington Range: $55,000 - $73,000 

BDO delivers assurance, tax, digital technology solutions and financial advisory services to clients throughout the country and around the globe. We offer numerous industry-specific practices, world-class resources, and an unparalleled commitment to meeting our clients' needs. We currently serve more than 400 publicly traded domestic and international clients.

• Unparalleled partner-involvement 
• Deep industry knowledge and participation
• Geographic coverage across the U.S.
• Cohesive global network 
• Focused capabilities across disciplines