Senior Administrator, RFH Outsourcing

Role Overview

• Provide support to multiple partners and directors; work independently, proactively manage workloads, and track project timelines
• Plan and coordinate various meetings and departmental events (virtual and in-person), including invitations, space reservations, catering/food service, hotel accommodations, and ground transportation
• Handle sensitive and confidential business matters with discretion; support special projects and process improvements as assigned
• Collaborate closely with other administrative assistants to coordinate coverage and complete shared projects
• Serve as a liaison between executives, internal teams, clients, and external stakeholders; build and maintain strong client/vendor relationships and deliver exceptional service
• Prepare, edit, and track engagement letters with accuracy and attention to detail
• Complete client setup forms for new clients and engagements
• Utilize CRM tool (HubSpot) to manage prospects and leads efficiently
• Proofread and prepare client and agency correspondence, including response letters to the IRS and other tax authorities
• Maintain due-date tracking and reporting to ensure timely responses and filings with the IRS and other tax authorities
• Coordinate receipt of signed e-file authorizations and follow up to obtain missing forms required for e-filing
• Support tax return delivery when not handled by the centralized delivery team
• Create, revise, and design PowerPoint presentations for various purposes
• Generate and analyze reports using various programs; build Excel reports using intermediate formulas, charts, and graphs
• Perform data management, maintenance, and cleanup across department applications and trackers
• Scan, organize, and file client documents; consolidate records to maintain orderly digital and physical files
• Act as a change agent for implementing new processes within the department and guide team members accordingly
• Assist with office administrative functions/events/front office coverage
• Perform additional duties and ad-hoc tasks as assigned to support team and executive objectives

Requirements

• High school diploma or equivalent; additional certification in office management is a plus
• Proven experience as an administrative assistant or relevant administrative role (required)
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) (required)
• Previous experience in a similar role within the financial, legal, or professional services industry (preferred)
• Familiarity with tax-related processes and procedures (preferred)
• Familiarity with CRM tools, preferably HubSpot (preferred)
• Familiarity with CCH Axcess, CaseWare, and CCH Workflow (preferred)
• Strong interpersonal and communication skills, both written and verbal
• Discretion and confidentiality when handling sensitive information
• Detail-oriented with a commitment to accuracy
• Exceptional organizational skills with the ability to manage multiple priorities and meet deadlines
• Ability to multitask and prioritize tasks effectively
• Proactive and able to anticipate the needs of the executives
• Ability to adapt to changing priorities
• Ability to work independently and as part of a team
• Ability to work in a fast-paced environment
• Ability to always maintain a high level of professionalism
• Consistently demonstrates high-quality work and strong working relationships
• Ability to work a flexible schedule and overtime as needed

Benefits

• Medical, Dental, and Vision Insurance on the first day of employment
• Flexible Spending Account and Dependent Care Account
• 401k with Profit Sharing
• 9+ holidays and discretionary time off structure
• Parental Leave – coverage for both primary and secondary caregivers
• Tuition Assistance Program and CPA support program with cash incentive upon completion
• Discretionary incentive compensation based on firm, group and individual performance
• Incentive compensation related to origination of new client sales
• Top rated wellness program
• Flexible working environment including remote and hybrid options