Administrative Assistant

Winter Park Recruiting; Nashville (TN); On-site; USD 39,000 - 47,000; Full time

Job summary

Winter Park Recruiting in Nashville, TN is seeking an Administrative Assistant for an in-office role five days a week. This contract-to-hire position supports multiple departments, including front desk and mail, while following firm policies.

The AA will manage calendars, prepare documents, assist with onboarding, and handle confidential information with professionalism. Strong MS Office skills and solid written and verbal communication are essential.

Qualifications

• High School Diploma or GED.
• Advanced proficiency in Microsoft Office Suite (Word, Excel, Outlook).
• Ability to prioritize tasks and manage multiple duties.

Responsibilities

• Provide centralized administrative support for assigned tasks using firm systems and software.
• Support office administration teams and national/geographic market teams as needed.
• Schedule meetings, reserve rooms, coordinate catering and set-up for events.
• Process client invoices with management guidance and assist with vendor coding.
• Assist with new hire onboarding and employee offboarding as directed.
• Produce letters, memos, interoffice communications, confidential presentations and reports.
• Provide seasonal or as-needed tax support services.
• Perform other duties as required.

Skills

MS Office proficiency

Time management

Communication skills

Attention to detail

Team player

Education

High School Diploma

Job description

We are currently looking for an Administrative Assistant in the Nashville, TN area. This is an in-office 5 days/week role. This is a contract to hire position.

JOB SUMMARY:

The Administrative Assistant (AA) is responsible for providing in-office administrative support for the Nashville office but may also be assigned duties related to a geographical market and/or Geo. Duties assigned will use a variety of administrative systems and follow firm policies and procedures. The AA will be charged with providing administrative support services in accordance with standards and will work with management members (principals and directors), service team or teams, an office or related offices to support, and/or national team or teams as needed. Duties may also include facility related duties, front desk, and mail room duties. This is an on-site support position.

ROLES AND RESPONSIBILITIES:

• Supports various departments through standardized processing of assigned tasks using various firm systems, tools, and software. Support may include:
• Providing support to an assigned centralized administrative support ticket(s).
• Providing support to another administrative support teams or office.
• Providing support to a national, Geo or market team(s) including the e-filing support for national tax administration team
• Provides administrative support for larger scale in-office, market-wide meetings and conferences, including scheduling with Principals and Firm leaders, managing calendar invites, meeting room reservations and handling catering and set-up.
• Assists Office Administrator with obtaining coding and approval for vendor invoices including processing client invoices accurately with information provided by management. May include various firm/office membership or licenses.
• Assists with new hire onboarding and employee offboarding as directed.
• Produces a variety of materials including but not limited to letters, memoranda, interoffice communications, confidential presentations, and reports.
• Handle-related tax support services on a seasonal or as needed basis.
• Other duties as required

KNOWLEDGE, SKILLS, AND ABILITIES:

• High School Diploma, GED or equivalent, required
• Advanced level of proficiency in Microsoft Office Suite, required
• Able to prioritize duties, responsibilities, and work independently or without direct supervision
• Has ability to work in a deadline-driven environment and handle multiple projects / tasks with attention to detail
• Excellent written and oral communication skills including superior grammar, spelling, and punctuation that enable the incumbent to work with top level management and other executive level clients
• Displays independent judgment, finesse, and diplomacy in all situations
• Consistently seeks to improve processes
• Excellent organizational skills and detail oriented that enable efficient and effective multi-tasking
• Capable of managing highly confidential information
• Ability to work well with all levels of management as well as outside external clients, vendors, and prospects
• Team player who is willing to help as needed
• Ability to maintain confidentiality and handle sensitive information

PREFERRED SKILLS:

• Professional services firm experience, preferred
• Experience with firm's ERP preferred

Winter Park Recruiting is an Equal Opportunity Employer. We welcome all qualified applicants regardless of race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or veteran status.