Executive Administrative Assistant

Who We Are

About Ascend

At Ascend, we recognize the struggles that accounting & finance professionals face in traditional firms—from rigid hierarchies and overwhelming workloads to the elusive work-life balance. We believe your ambition should not be constrained by outdated practices or opaque career paths. Here, you're not just a number but a valued member of a community that champions both your professional and personal fulfillment. Our mission is to transform the public accounting experience into one where work-life harmony is a reality, and where your career advancement is supported by a nurturing network and robust resources.

We partner with regional, entrepreneurial firms and provide them with the resources and support necessary to thrive in today's dynamic market. This includes access to growth capital, robust talent acquisition, top-tier technology, transformative leadership, shared back-office services, & more. Founded in January 2023, Ascend attained revenues to sufficiently qualify as a Top 100 U.S. accounting firm within six months of operation. Explore Ascend, where your career soars without sacrificing your quality of life.

About GG Advisors

GG Advisors is a Kansas City area professional services firm located in Leawood, Kansas. We provide advisory services, including tax, accounting, part-time CFO, and business formation services. At GG Advisors, we are willing to help you continuously improve on various aspects of your career. When you choose to join us, you will be joining an environment where your goals are respected and where you'll work collaboratively with other team members to solve problems. We will provide the technologies, training and procedures to perform your job independently and confidently. You'll also have the support of the partners to develop your own personal network of contacts and be actively involved in the community.

In October 2023, GG Advisors made the strategic decision to join Ascend to usher in our next stage of growth. With Ascend's partnership and shared resources – including technology, training and development – GG Advisors is well positioned for strong innovation and growth in the years to come.

The Role

Are you a talented Administrative Professional looking for new opportunities? Does the thought of working in a firm with an entrepreneurial mindset sound appealing? At Goering & Granatino, a growing professional services firm, you would be more than just another new employee. You would be an integral part of our team!

We are seeking a full-time Administrative Assistant to help our team. We are seeking a qualified professional who not only possesses the technical skills, knowledge and experience required, but also has a positive attitude, confidence, and the ability to function well within a team environment.

This is a great chance for someone seeking a position with an expanding firm that offers an opportunity to leverage your skills and experiences in a team-oriented, progressive environment with exposure to different industries. At the same time, we offer a long-term opportunity to learn and grow both professionally and personally.

As an Executive Administrator at Goering & Granatino, your responsibilities will be diverse, and you'll play a key role in supporting the firm's day-to-day operations while contributing to long-term growth.

Your core duties will include:

• Executive-Level Administrative Support
  • Provide administrative assistance to firm owners, the office manager, and tax/accounting professionals by supporting office projects, responding to support requests, and handling various duties that arise daily.
  • Assist with calendar & meeting coordination, organizing and prioritizing the calendars for firm owners and other leaders, helping schedule and change appointments and coordinate meetings, as needed to ensure smooth scheduling.
  • Responsible for coordinating travel and accommodation arrangements, including booking flights, hotels, and ground transportation to meet both company guidelines and individual needs. Ensuring travel plans are executed smoothly, cost-effectively, and in a timely manner, providing seamless support and communication for team members.

• Optimizing Office Processes and Support
  • Support onboarding efforts by helping new team members navigate office procedures and best practices, fostering a smooth transition and promoting operational excellence.
  • Coordinate standardization of procedures and systems; Improve office operations by maintaining current processes and forms, recommending more efficient systems, and collaborating with colleagues to standardize procedures and optimize workflows across the firm.
  • Master processes and software by becoming thoroughly familiar with the firm's procedures and key tools (including Aiwyn, CPA Charge, CCH Practice, Go File Room, and SurePrep), and then sharing this knowledge through training new and existing staff while supporting ongoing process improvements to ensure team efficiency and consistency.

• Client Management & Billing
  • Coordinate client onboarding and the client intake process, ensuring all new clients are properly set up in our system and have access to relevant portals and ensure client processes are efficiently managed.
  • Coordinate and assist the office manager with invoicing, tracking accounts receivable, processing checks, credit card payments and electronic deposits, and addressing overdue client payments,
  • Support the office manager with workflow by staying up to date on financial procedures, software systems, billing and reconciliation processes, and payment practices to ensure smooth operations.
  • Work with Ascend and the office manager on any month end accounts and other financial paperwork.

• Documentation & Filing Management
  • Lead the intake and organization of tax documents, engagement letters, and other client records by overseeing their receipt and categorization, while facilitating clear and timely communication with clients and team members for efficient processing.
  • Direct digital document management by coordinating scanning procedures, updating client records, and managing data entry into our software systems so that every document is precisely recorded, easily accessible, and effectively distributed to support operational execution.
  • Champion advanced software utilization by developing expertise in key platforms such as Go File Room and SurePrep, driving strategic process enhancements and fostering innovative approaches to digital document management.
  • Spearhead the creation and implementation of targeted initiatives that equip the administrative team with comprehensive knowledge of client software and effective inquiry-handling protocols, empowering them to manage client calls and questions independently without escalating issues to tax professionals.
  • Master and Mentor Technology; Master key software platforms such as Go File Room and SurePrep to streamline document and processing workflows. Leverage this expertise to deliver targeted training and guidance to the administrative team, ensuring accurate data entry, systematic filing, and adherence to best practices in documentation.

• Office Operations and Event Coordination
  • Daily Office Management: Assist with oversight and delegation of essential day-to-day office tasks to keep the office running smoothly, including ordering supplies, managing inventory, ensuring workspaces are clean and organized, and monitoring office equipment to identify and resolve any issues.
  • Lead and Manage office events such as team meetings, breakfasts, lunches, happy hours, and special events. This includes arranging catering, managing logistics, adhering to budget requirements, and working with other members of the admin team to handle setup and cleanup, ensuring every event is executed seamlessly.

• Team Support & Leadership
  • Supervise team operations by partnering with the Office Manager to coordinate efforts of administrative staff, ensuring daily activities run seamlessly with empowered decision-making.
  • Guide staff communications by organizing team updates, collaborative sessions, and information-sharing initiatives so that every team member remains informed, valued, and empowered.
  • Drive process improvements by proactively identifying opportunities to refine administrative workflows and implementing innovative solutions that elevate overall team efficiency.
  • Foster a positive culture and team synergy by offering mentorship and personalized guidance, while encouraging professional growth and autonomy through practical, focused coaching.
• Client and Staff Communication
  • Serve as the point of contact for clients by providing clear communication and prompt solutions—responding to emails and managing phone inquiries when the receptionist is unavailable, ensuring continuous support and high satisfaction.
  • Enhance communication and workflow by efficiently overseeing administrative inbox assignments and responses, addressing requests from firm owners and employees, and supporting completion of requests by coordinating solutions, communications and engagement, ultimately fostering a collaborative and supportive work environment.
• Marketing & Client Information
  • Manage the client database by entering relevant information into the marketing platform, Active Campaign, to ensure that clients receive timely marketing emails and updates.
  • In conjunction with the office manager, provide general assistance to marketing firm, Ascend, and firm owners to enhance the firm's overall engagement efforts.

• Special Projects & Miscellaneous Tasks
  • Assist with various projects—from office improvements to staff initiatives—while embracing challenges and opportunities that contribute to the firm's growth and continuous improvement.
  • Participate in and support new initiatives that advance the firm's objectives, embracing new challenges and opportunities with a proactive and flexible approach.

Qualifications

• Associates Degree required.
• 3 years of experience in an administrative role
• Highly organized, detail-oriented, and can handle multiple priorities with ease.
• Excellent communication skills, both written and verbal, and comfortability with interacting with a range of stakeholders.
• Excellent analytical, organizational, and project management skills.
• Experience using various office software and tools (Microsoft Office, Outlook, QuickBooks, CRM platforms, etc.), and eagerness to learn new systems. Comfortability working with cloud and internet-based programs
• You enjoy working with a diverse group of people and are excited about contributing to a supportive, collaborative team culture.
• Strong ability to work independently, take initiative, think quickly, and maintain professional etiquette both in person and over the phone, always ready to confront new challenges head-on.
• Available to work extended hours during our busy tax season (January 1 - April 15), with overtime paid at 1.5x for hours exceeding 40 per week.
  • During the off-season, our administrative team works 36 hours per week, with Fridays off.

Preferred Qualifications

• Experience in a professional services environment.

Who We Look For

A perceptive team-player who excels in a progressive & collaborative environment, blending sharp analytical skills with exceptional communication. A detail-oriented performer who embodies critical thinking and high standards. A proactive professional, committed to delivering outstanding service while embracing curiosity and innovation.

What We Offer

Join our team and enjoy a comprehensive benefits package that supports well-being, health, and ongoing professional growth:

• Unlimited PTO
• Medical, Dental, Vision, & Voluntary Insurance Options
• 401(k) Matching
• Flexible schedule, including 4-day work weeks @ 36 weekly hours during off season (April 16 - Dec 31)
• Parental leave
• Employee Assistance Program
• Commitment to professional development

How to Apply

Submit your information in the application section directly below! This will include:

• Basic contact information
• Resume/CV and optional cover letter upload
• Work eligibility, credentials, and compensation
• Voluntary demographic & self-ID questions

For questions or inquiries about the role, please reach out to Kim Chedgy, Manager of Recruiting at kchedgy@ascendtogether.com.

At Ascend, we provide a fair and equal employment opportunity for all candidates regardless of race, color, religion, national origin, gender, pregnancy, sexual orientation, gender identity/expression, age, marital status, disability, or any other legally protected characteristic. Ascend hires and promotes individuals solely based on qualifications for the position to be filled and business needs.