Full Job Description
Founded in 1969, MBAF is ranked nationally as a Top 40 accounting and advisory firm and has been named one of the Best of the Best firms in the country by INSIDE Public Accounting for many years running. And in 2017 and 2018, MBAF ranked as a Best Place to Work by the South Florida Business Journal and an Accounting Today Best Accounting Firm to Work. Because we are committed to creating an engaging and supportive workplace for our employees, we are especially honored to hold these titles.
More than 600 highly qualified employees serve domestic and international clients across a broad range of industries and practices from our offices across the country. We offer a complete portfolio of services including assurance, tax and accounting, advisory, private client wealth, and technology consulting. We are known for our expertise, reputation, hands-on service to our clients, and commitment to our community.
The Administrative Assistant is responsible for performing a variety of clerical and administrative duties for the supervisor/leadership the individual supports, to facilitate the efficient department/unit operation. The Administrative Assistant I is the point of contact for the department/unit and MBAF internal/external clients.
Clerical office duties: answer, make phone calls, take messages, retrieve/send mail, coordinate and track courier service, draft and send letters and email communication, sets up and tidies office space and replaces office/kitchen/copier supplies, prints or scans documents, submits and follows up on IT tickets, provides coverage for Reception
Provides excellent customer service when answering and/or making phone calls, taking messages and/or responding to inquiries from both internal and external clients
Reserves meeting space ensuring adequate space is set aside, orders food and prepares materials for meetings when required
Coordinates all types of events with Marketing (corporate sports, fundraising and gala events), ensures adequate venue or meeting space is reserved and set up)
Organizes and coordinates the Principal/Director schedule to include business meetings, events, appointments, arranges travel plans and coordinates conference calls with clients and/or the community as required
Downloads billing statements and/or WIPs, registers for internal/external (non-training) events, including processing payment
Requests tax documents from clients, reviews that tax documents are processed and mailed appropriately, tracks tax return preparation and reviews (Tax)
Uploads files into Engagement binder/update Engagement, moves financial statements through Engagement binder, moves tasks in XCM and/or collects sign-off, opens/scans/distributes confirmations (Audit)
Billing / Collections
Performs other duties as assigned
Qualifications and Requirements
Minimum of three (3) years of experience as an Administrative Assistant reporting to a Senior Manager or Manager.
Possess good oral and written communication skills
Proficiency in Microsoft Office applications (Word, Excel, PowerPoint)
Ability to communicate effectively and tactfully with individuals at all levels within the Firm
Ability to perform multiple tasks and prioritize accordingly
Ability to effectively respond to questions from employees, clients and the public
Ability to observe strict confidentiality of firm and personnel information, and the ability to independently assess what information must be kept confidential is required
Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form
Knowledge of and compliance with pertinent Firm’s policies and procedures
Good organizational skills required
The perks of being an MBAF employee go far beyond the basics of a typical accounting firm. MBAF’s staff can enjoy flexible work schedules, internal clubs like The Women of MBAF, participating in company sports like yoga or flag football, volunteering for non-profit initiatives, and attending training programs through MBAF University. Our traditional benefits include healthcare coverage, life insurance, long-term disability insurance, 401K plan, paid transportation and parking (depending on the office), vacation time of about 3 weeks not including holidays.
“At MBAF, we strive to create a supportive and enjoyable work environment for our employees because we understand that they are our greatest strength,” said Tony Argiz, CEO and Chairman of MBAF.
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