What are the responsibilities and job description for the Operations Administrative Assistant position at Squire & Company PC-?
About Squire:
Based in Orem and Salt Lake City, Squire has been a trusted advisor in financial services, specializing in tax, audit, wealth, and advisory services for over 50 years. With solid values and business acumen as our foundation, Squire's culture promotes a steadfast commitment to three core values: Personal Connection, Proactive Ownership, and Thoughtful Innovation. These principles have played a pivotal role in our enduring success, guiding us through decades of growth and evolution.
Are you passionate about driving excellence and embracing innovation? We extend an invitation to individuals who share our dedication to excellence and innovation. Join us and discover the opportunity to contribute to a professional services firm where your efforts are valued and rewarded. At Squire, we offer a supportive environment conducive to career development and advancement through structured mentoring programs. Apply now and be part of a team that fosters growth and encourages your professional development! This position is to give administrative support to the CEO and other Squire Leadership.
Role Description:
This Administrative Assistant role supports the CEO and other firm leaders (as assigned) and plays a vital role in supporting day-to-day operations and essential administrative functions. This role requires a proactive, organized, and trustworthy individual who can handle confidential information, coordinate complex schedules, and manage a variety of tasks and projects across the firm.
Responsibilities:
Confidentiality & Professionalism
- Maintain strict confidentiality and protect firm operations by handling sensitive information responsibly.
- Represent firm leadership with professionalism when interacting with internal and external contacts.
Calendar, Meetings & Communication
- Coordinate and manage calendars, schedule meetings, and resolve scheduling conflicts. Prioritize inquiries and make judgments to ensure smooth daily operations.
- Organize meetings, including agendas, AV setup, logistics, and catering.
- Act as a communication “gatekeeper” and “gateway”—ensuring messages are clear, timely, and routed appropriately.
- Answer phone calls, respond to inquiries, resolve complaints, and confirm appointments.
- Use MS Word, Excel, PowerPoint, and other relevant software; operate office equipment appropriately.
- Format and edit letters, reports, and other correspondence from draft stage to client-ready work.
Project, Task & Operational Support
- Track follow-ups, open items, and commitments to ensure timely completion.
- Proactively anticipate needs and ensure preparation ahead of meetings, events, and deadlines.
- Coordinate internal projects by following up with stakeholders, tracking deadlines, and providing team support as needed.
- Create reports using internal software and assist with billing processes as needed.
- Assist with the preparation and assembly of tax returns throughout the year, if applicable.
- Assists with billing processes and prepare invoices and statements, if necessary.
- Prepares monthly expense reimbursements
Events, Travel, & Errands
- Assist executing firm events and internal functions, including supply runs, lunch pickup, and on-site coordination.
- Coordinate travel arrangements for conferences, meetings, and events.
- Run errands such as mail runs, lunch pickup, or office supply retrieval.
Office Maintenance
- Maintain a clean and orderly workspace and common areas (e.g., break rooms, conference rooms).
- Stock office supplies such as paper and printer ink as needed.
Qualifications:
- Associate degree preferred; equivalent on-the-job experience is acceptable. Minimum of 1 year of administrative assistant experience required.
- Proficiency with MS Office Suite including Word, PowerPoint, and especially strong skills in Excel.
- Excellent interpersonal, written, and verbal communication skills; strong client service orientation.
- Punctual, reliable, and responsive to the coverage needs of the firm.
- Ability to manage projects independently and exercise sound judgment in problem-solving.
- Knowledge of office practices, procedures, software and equipment.
- Ability to perform a variety of administrative skills requiring the exercise of independent judgment and problem-solving.
- Highly organized and detail-oriented, with the ability to prioritize tasks, meet deadlines, and handle multiple responsibilities under pressure.
- Willingness to ask questions, seek guidance, and collaborate to ensure accuracy and completeness in all tasks.
- Adaptable to changing priorities and needs within the team and the firm overall.
Job Status: Full-Time/Hourly
Work Location: Orem
Work Arrangements: In-Office
Squire Benefits Package
Squire takes pride in offering our benefit-eligible employees a comprehensive benefits package tailored to meet the needs of both individuals and their families. Our benefits program is designed to provide peace of mind and ensure access to quality healthcare, covering 90% of healthcare premium coverage.
- Medical/Dental/Vision Plans
- Robust Health Savings Account Match
- Flexible Spending Account
- 401(k) Match
- Employer Paid Short-Term & Longer-Term Disability
- Employer Paid Group Life Insurance Policy
- Accident Insurance Plans
- Employee Assistance Mental Health Services
- Pet Insurance Plans
- Identify Theft Protection Plans
Squire Perks:
- Squire Culture
- Discretionary and Spot Bonus Structure
- Professional Training
- Tuition Reimbursement (For required Masters positions)
- Philanthropic Activities
- Signature Rewards Program
- Employee Assistance Programs
- Women’s Professional Development
- Fitness Reimbursement
- Accrued Paid Time Off
- Health & Wellness Programs
Squire's dedication to excellence and quality work has garnered numerous accolades, including:
- Utah’s Best Company Award – 8 years running
- 2024 Best Accounting Firm to Work For
- 100 Companies Championing Women Award
- Accounting Today’s “Firms to Watch” in 2024
- Worksite Wellness Award 2020-2024
