Job Overview
The Administrative Assistant provides dependable, organized, and service-oriented support for daily office operations. This role delivers administrative and front desk support, assists with the collation of tax returns, handles confidential client documents in accordance with security protocols, and oversees the needs of the communal kitchen. The Administrative Assistant works closely with managers and team members to keep the office running smoothly, with flexibility to work additional hours during peak periods such as tax season. This paid position is perfect for someone eager to develop their administrative expertise and contribute to a vibrant workplace.
JOB INFORMATION
● Location: In-office, full-time — Shaker Heights, OH
● FLSA Status: Non-Exempt
● Reports To: Administrative Manager
POSITION RESPONSIBILITIES
Front Desk & Client Support
● Provide front desk coverage as needed, including greeting clients and visitors, answering and directing phone calls, managing incoming deliveries, and maintaining a professional reception area.
● Schedule appointments, meetings, and conference calls.
Tax Season & Document Support
● Collate, assemble, and organize completed tax returns and related client deliverables.
● Prepare, format, scan, copy, print, and securely organize documents.
● Organize and handle client documents with care, accuracy, and attention to security and confidentiality protocols.
● Maintain accurate electronic and physical filing systems.
● Assist with document tracking, administrative checklists, and workflow follow-up.
Office Administration & Facilities
● Enter and update information in company systems and spreadsheets.
● Monitor office supplies and place orders as needed.
● Oversee the communal kitchen, including cleanliness, organization, supplies, and replenishment.
● Assist with incoming and outgoing mail, deliveries, and correspondence.
● Occasionally coordinate office lunches.
Team Support & Culture
● Provide general administrative support to managers and team members.
● Assist with event planning, including theme days and morale-building activities during busy season.
● Work additional hours as needed during peak periods, including tax season.
● Maintain confidentiality when handling client, employee, and company information.
● Perform other duties as assigned.
QUALIFICATIONS
Experience
● High school diploma or equivalent required.
● Administrative, customer service, office, accounting, or tax-office experience preferred.
Skills and Competencies
● Strong written and verbal communication skills.
● Excellent organization and attention to detail.
● Ability to manage multiple priorities and meet deadlines.
● Proficiency with Microsoft Office.
● Ability to learn new software and office systems quickly.
● Professional, dependable, and positive approach.
● Ability and willingness to follow document-security and confidentiality procedures.
● Willing and able to travel to the Youngstown main office for portions of training during the first two week of onboarding.
Join us to be part of a dedicated team that values energetic collaboration, organizational excellence, and exceptional service!
Pay: $23.83 - $28.69 per hour
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Employee assistance program
- Flexible spending account
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Parental leave
- Professional development assistance
- Referral program
- Retirement plan
- Vision insurance
Work Location: In person
