Executive Assistant

Executive Assistant

Industry: Public Accounting

Company: Thomas Howell Ferguson

Location: Tallahassee, FL 32308; on-site only

Schedule: 8:30am - 5:30pm Eastern Time with some flexibility

Compensation: Salary will be discussed early in the application process; includes a full benefit package (see below for details)

Summary of Required Qualifications:

• Ability to work in-office five (5) days a week
• 5 years of professional administrative experience
• Strong Microsoft Suite skills
• Great attention to detail and strong organization skills

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About the Firm: We are assisting Thomas Howell Ferguson (THF) with recruiting for an Executive Assistant. THF is a growing public accounting firm with over 150 employees located in Tallahassee, FL and other satellite offices in Panama City, FL; Bainbridge, GA; and Tampa, FL. The size of THF is its strength. Being a mid-sized, privately held firm allows them to remain agile and responsive in an ever-evolving accounting landscape. Unlike publicly traded entities, their focus is not on maximizing shareholder value but rather on making decisions that benefit their employees and clients. They are not a fledgling startup at the mercy of venture capital; instead, they are a solidly established company ready to innovate and expand.

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Ideal Personality Traits for the Position:

• Detail-Oriented and Organized: You can focus on meticulous details and keep your data sources and spreadsheets organized.
• Analytical and Resourceful: You have a knack for identifying problems, digging until you find the root cause, and recommending changes to address those problems.
• Accountable: You take responsibility for your outcomes and to deliver on your promises.
• Technically Savvy: You are comfortable with working on computers, creating Word documents, managing spreadsheets, and learning industry software. You are adaptable to emerging technologies and are open to using new tools to boost your effectiveness.
• Process-Oriented: You strive to have procedures in place that are consistent and efficient and that meet expectations.

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Essential Tasks:

• Manage and provide advanced administrative support to include preparation of client financial statements, engagement letters, internal and external memoranda, and general correspondence
• Work in Microsoft Word: setting up tabs within tables, creating section breaks causing impact on headers and footers, and embedding Excel spreadsheets into Word documents
• Work in Microsoft Excel: formula creation and usage, linking to other Excel workbooks and to Word documents
• Assist with conference registrations for Audit Department; coordinate travel arrangements
• Reconcile and process expense reports for Audit Shareholders
• Prepare administrative forms, update templates, scan or copy documents
• Maintain records of Continuing Professional Education (CPE) for Audit Department personnel
• Assist with the scheduling of client workflow
• Assist with the creation of PowerPoint presentations
• Coordinate client and administrative deliveries and pickups
• Grow into a leadership position with respect to an impending change in the Audit Department’s financial statement preparation software/template
• Provide as-needed administrative support for outside consultants
• Maintain industry-specific knowledge libraries (e.g., for note disclosures)
• Assist with the quality control of Audit documents and reports
• Maintain master copies of client reports and financial statements
• Review, proof, and edit documents prior to distribution with extreme accuracy
• Maintain and apply the firm’s authorized electronic signature in accordance with specific quality control procedures

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Requirements for the Role:

• Able to work in-office five (5) days a week with preferred hours of 8:30am -5:30pm.
• Has an Associate’s Degree (Bachelor’s Degree preferred)
• Has at least five (5) years of professional administrative experience (can include office management, paralegal, administrative assistant, or executive assistant)
• Has a high level of understanding and proficiency with a variety of computer software applications utilized in word processing, spreadsheets, presentations, and communications (Microsoft Word, Excel, PowerPoint, and Outlook)
• Possesses excellent communications skills with the ability to professionally interact and communicate with individuals at all levels, inside and outside of the firm
• Possesses great critical thinking skills, making sound decisions with minimal supervision
• Is extremely organized with a strong sense of attention-to-detail
• Has great familiarity with the internet and can conduct effective searches
• Is experienced at using office equipment including computers, printers, copiers, and scanners
• Is great at effectively managing competing priorities while providing executive level support to leadership
• Has flexibility to work overtime, typically during peak season
• Enjoys working both independently and as part of a team
• Desires a standard routine in job duties, with established expectations
• Desires longevity and stability in their next role

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Benefits: At THF, they understand that highly satisfied employees are the key to a thriving and growing business. This is why they offer:

• A competitive annual salary (exact compensation will be discussed early in the application process)
• Flexible, full-time hours
• Eight (8) paid holidays each year
• Parental Leave
• Health insurance through Florida Blue (firm covers a large portion of the cost)
• Dental insurance (100% employer-paid)
• Optional vision insurance
• Life, short-term, and long-term disability insurance (100% employer paid)
• 401(k) retirement matching (up to 4%) and profit-sharing plan
• Employee referral bonus
• Team and social activities for employees
• A workplace culture that supports collaboration, teamwork, financial stability, and professional growth

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Thomas Howell Ferguson is an equal opportunity employer and value diversity at their company. They do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status. They are ADA compliant and an E-verify employer.