What are the responsibilities and job description for the Office Administrative Assistant position at Baker Newman Noyes LLC?
About Us
Baker Newman Noyes (BNN) is a top 100 tax, assurance, and advisory firm in the U.S. and holds a Best of Accounting recognition for superior client service. BNN was founded to create opportunity for our employees, clients, and communities. We provide expert accounting and advisory services across several industries. With offices in Maine, Massachusetts, and New Hampshire, BNN has a reputation for teamwork, collaboration, and client excellence throughout New England and beyond. BNNs culture champions career advancement, mentorship, community involvement, and exceptionally responsive client service.
About the Position
If you're looking for a rewarding opportunity in a professional atmosphere with immense positivity, incredible talent, and exciting potential, then Baker Newman Noyes is the place for you. We are seeking an Office Administrative Assistant to support our Manchester, NH location, reporting directly to the Office Administration Manager. A successful candidate must possess a focus on providing exemplary client service, an ability to build and maintain professional relationships, effective communication skills, and professionalism at all times.
Competencies and Position Requirements
- Reception duties, including answering phones and transferring calls to the appropriate employees; as well as greeting and assisting employees and visitors
- Primary point of contact for scheduling visitors to the Manchester office, which will include arranging security clearance in the main lobby, reserving conference rooms, assisting with video conferences, and other hospitality duties as required
- Provides administrative support for client service professionals and other departments
- Coordinates internal and external meetings and events; including preparing conference rooms for client and staff meetings, food ordering and set-up, facilitating off-site events and reservations, assisting with busy season wellness events and community events, and arranging additional event logistics as needed
- Signs and accepts packages, notifies, and distributes mail to the appropriate employees; facilitates outgoing mail and packages
- Oversees office supply inventory, vendors, shredding, etc.
- Stocks and maintains kitchen items including coffee, paper products, dishwasher, etc.
- Maintains pleasant appearance of the office, including reception area, available hoteling workspaces, lobby, kitchen, and conference rooms
- Resolves Facilities Help Center requests and submits office and building issues to the property management maintenance portal in a timely manner
- Oversees Condeco (hoteling) floorplan and workspace availability, assists visiting and local employees with hoteling needs
- Coordinates technology assets, ex. stocking paper, filling copy machines and printers, ordering toner, and submitting HelpDesk tickets to the IT department
- Prepares and modifies client deliverables and documents including correspondence, reports, memos, letters, and emails
- Scans and processes electronic documents into internal systems in a timely manner
- Some department processing assistance during high volume occasions
- Additional clerical duties, as assigned, which may include assisting client service and operations professionals
Education and Experience
- High school diploma required; post-secondary education preferred
- 2 or more years of administrative experience preferred
- Sufficient experience with all MS office applications including, Teams, SharePoint, Word, Excel, PowerPoint, and Outlook
- Ability to execute administrative requests with limited or no supervision
- Willingness to assist others, provide exemplary customer service, and maintain confidentiality
- Ability to move 50 pounds
- Ability to be dependable, punctual, and have a consistent work schedule
Work Environment
- Minimal travel (a few times per year) to other office locations required
- Some overtime when needed
- In-office, business casual environment
- Supportive and collaborative culture
BNN strongly believes in maintaining a healthy balance between work and personal life. We support this through a variety of benefits, including:
- 20 days paid time off, 5 sick days, 11 paid holidays
- 6-week paid parental leave
- Health, Dental, Pet, Vision, Disability and Life Insurances
- 401(k) Plan with company match
- Profit Sharing Plan
Baker Newman Noyes is an Equal Employment Opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, sexual orientation, gender identity and expression, national origin, age, disability, genetic information, veteran status, marital status, or any other protected characteristic under applicable law.
