Administrative Assistant

Colorado Railroad Museum; Boise (ID); On-site; USD 38,000 - 48,000; Full time

Job summary

Eide Bailly is seeking an Office Administrator to provide essential administrative support at our Boise, Idaho office. This in-office role handles front-desk duties, document management, and coordination of meetings and events, ensuring a professional and organized office environment.

You will use Microsoft Excel, Word, Outlook, DocuSign, Teams, and Adobe Acrobat to prepare deliverables and maintain client information. Overtime may be required as needed.

Qualifications

• High School Diploma and 2 years of past administrative support experience.
• Thrives in a high-volume, fast-paced work environment.
• Multitasking mastery with a track record of meeting deadlines.
• Ability to prioritize and organize tasks of immediate nature.
• Maintains high professional standards and client confidentiality.
• Proficient in Microsoft Excel, Word, Outlook, DocuSign, Teams and Adobe Acrobat.
• Strong verbal and written communication with attention to accuracy.
• Enjoys collaboration and teamwork while able to work independently with limited supervision.
• Willing to work overtime as needed.
• Prolonged standing and sitting with ability to lift up to 20 lbs.

Responsibilities

• Serve as the first point of contact for clients, vendors, and team members, creating a welcoming, professional, and positive office experience.
• Open and close the office during established business hours, ensuring readiness for daily operations.
• Greet visitors, direct them to the appropriate personnel, and assist with general inquiries.
• Answer and route incoming calls promptly and professionally.
• Coordinate office shipping, courier services, and vendor communications.
• Coordinate and perform office-related errands as needed.
• Manage office supply inventory, place orders, and maintain organized stock levels.
• Review, sort, and distribute incoming mail; prepare and process outgoing mail as needed.
• Assist with setup, scheduling, and coordination of on-site meetings, including room preparation and catering arrangements and cleanup.
• Assist with planning and execution of internal office events.
• Provide administrative support to partners, managers, and staff across departments.
• Complete special projects and assignments as directed by Office Administrators, Partners, and Managers.
• Format, proofread, edit, and assist with the preparation of client deliverables and business correspondence.
• Assist with client onboarding and maintain accurate client information within the practice management system.
• Support expense report preparation with proper coding and guidelines.
• Perform scanning, filing, copying, and other document management activities.
• Assist with preparing, generating, and maintaining department-specific reports.
• Collaborate with the administrative team to ensure timely completion of projects and deadlines.
• Maintain accuracy and attention to detail in all assigned work.
• Ensure projects are completed on time and within budgets and turnaround expectations.
• Demonstrate flexibility and a service-oriented mindset for changing business needs.

Skills

Multitasking

Time management

Attention to detail

Verbal communication

Written communication

Team collaboration

Professional confidentiality

Overtime availability

Education

High School Diploma

Tools

Microsoft Excel

Microsoft Word

Outlook

DocuSign

Teams

Adobe Acrobat

Power BI

QuickBooks

Job description

Location: Boise, Idaho

Work Arrangement: In-office

Typical Day in the Life

• Serve as the first point of contact for clients, vendors, and team members, creating a welcoming, professional, and positive office experience.
• Open and close the office during established business hours, ensuring the office is prepared for daily operations.
• Greet visitors, direct them to the appropriate personnel, and assist with general inquiries.
• Answer and route incoming calls promptly and professionally.
• Coordinate office shipping, courier services, and vendor communications.
• Coordinate and perform office-related errands as needed.
• Manage office supply inventory, place orders, and maintain organized stock levels.
• Review, sort, and distribute incoming mail; prepare and process outgoing mail as needed.
• Assist with the setup, scheduling, and coordination of on-site meetings, including room preparation and catering arrangements and cleanup.
• Assist with planning and execution of internal office events.
• Provide administrative support to partners, managers, and staff across departments.
• Complete special projects and assignments as directed by Office Administrators, Partners, and Managers.
• Format, proofread, edit, and assist with the preparation of client deliverables and business correspondence, statements of work, tax returns, financial statements, and other documents.
• Assist with client onboarding and maintain accurate client information within the firm's practice management system.
• Support expense report preparation while adhering to established coding and expense guidelines.
• Perform scanning, filing, copying, and other document management activities as needed.
• Assist with preparing, generating, and maintaining department-specific reports.
• Work collaboratively as part of the administrative team to ensure timely completion of projects, administrative deadlines, and consistent office coverage.
• Maintain a high level of accuracy, organization, and attention to detail in all assigned work.
• Ensure assigned projects are completed on time and in accordance with established deadlines, budgets, and turnaround expectations.
• Demonstrate flexibility and a service-oriented mindset while supporting changing business and office needs.

Who You Are

• You have a High School Diploma and 2 years of past administrative support experience.
• You thrive in a high-volume, fast-paced, work environment.
• You are a multi-tasking master, and there has never been a deadline you could not meet.
• You can quickly prioritize and organize your work to complete tasks of an immediate nature.
• You hold yourself to the highest professional standards and maintain strict client confidentiality.
• You are proficient in Microsoft Excel. Microsoft Word, Outlook, DocuSign, Teams and Adobe Acrobat. Power BI and Quickbooks experience is a plus.
• You are exceptionally detail-oriented with strong verbal and written communication skills - reviewing communications and fixing errors is a task you love!
• You love collaborating and contributing to being part of a team but also enjoy working alone with limited supervision.
• You will work overtime as needed.
• This position requires prolonged standing and sitting, some bending, stooping and stretching and the ability to lift up to 20 lbs.

Must be authorized to work in the United States now or in the future without visa sponsorship.

Making an Impact Together

People join Eide Bailly for the opportunities and stay because of the culture. At Eide Bailly, we've built a collaborative workplace based on integrity, authenticity, and support for one another. You'll find opportunities for education and career growth, a team dedicated to your success, and benefits that put your family's needs first. Hear what our employees have to say about working at Eide Bailly.

Compensation

Our compensation philosophy emphasizes competitive and equitable pay. Eide Bailly complies with all local/state regulations regarding displaying ranges. Final compensation decisions are dependent upon factors such as geography, experience, education, skills, and internal equity.

Benefits

Beyond base compensation, Eide Bailly provides benefits such as: generous paid time off, comprehensive medical, dental, and vision insurance, 401(k) profit sharing, life and disability insurance, lifestyle spending account, certification incentives, education assistance, and a referral program.

Eide Bailly Advisory LLC is proud to be an affirmative action/equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, veteran status, or any other status protected under local, state or federal laws.

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