What are the responsibilities and job description for the Senior Administrative Assistant Position position at CoWorx Staffing Services?
Senior Administrative Assistant Position
We are seeking an experienced Senior Administrative Assistant to join our team in Morris Plains, NJ. The ideal candidate will provide exceptional support to our Principal Partner with designated client projects, operations management, and daily firm administration.
Key Responsibilities
- Manage partner's schedule and ensure seamless coordination of appointments and deadlines.
- Handle and organize the partner's inbox; identifying and flagging important emails, disregarding spam, and responding to conversations when appropriate.
- Independently maintain and organize important client and internal documents.
- Assist with workflow management, prioritizing tasks.
- Make sure calendar is up to date and that the partner's day is on track with their schedule.
Client Support
- Communicate with clients via phone and email to respond to requests, such as sending copies of tax returns or processing payments.
- Handle tax-related tasks including making tax payments and collecting required tax authorization forms (e.g., Form 8879).
- Send and follow up on 1040 document request lists for clients.
- Assist with collections by following up with clients regarding outstanding invoices.
- Occasionally pick up or drop off client documents in person if needed.
Financial Management
- Perform bookkeeping tasks and assist with tax-related filings (sales tax, payroll tax registrations, 1099 preparation).
- Prepare simple tax-related forms such as POAs, S Corp elections, and bipartisan forms.
- Conduct billing processes after reviewing with the executive.
Office Support
- Assist with forming new LLCs for clients.
- Register clients for necessary tax accounts, such as payroll and sales tax.
- Assist with ad-hoc office administrative tasks (post office visits, local errands, etc.).
- Occasionally support personal tasks such as scheduling doctor appointments or paying personal bills.
Requirements
- Bachelor's degree in business administration or related field required.
- 5 years of Executive Assistant experience; ideally in the accounting, finance or legal industry.
- Highly organized, self-sufficient, and proactive in managing tasks.
- Ability to manage multiple projects and meet deadlines under pressure.
- Excellent communication, strong attention to detail, and customer service skills.
- Comfortable handling confidential financial and business documents.
- Deep understanding of the Microsoft 365 suite, including Outlook, Word, Excel, and Teams.
- Experience with CCH Axcess Suite is a strong plus.
- Previous experience in a CPA firm is preferred but not required.
- Familiarity with QuickBooks, tax software, and other financial tools is a plus.
EEO Policy
We believe that a varied workforce enhances our business outcomes and contributes to a brighter future for our internal teams, Field Talent, customers, and communities.
We are committed to considering all qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, age, national origin, or veteran status, and we do not discriminate based on disability.
