Administrative Assistant

BerryDunn — Assurance, Tax and Consulting; Portland (ME); On-site; USD 34,000 - 40,000; Full time

Job summary

BerryDunn seeks an Administrative Assistant to support our assurance, tax, and advisory teams in Portland, ME. This on-site role helps keep teams organized, meetings and priorities moving, and day-to-day operations running smoothly.

Reporting to the respective Practice Group Lead, you will coordinate travel, meetings, and events, manage documents, and assist with time and billing. Minimal travel is required, less than 10% per year.

Qualifications

• Knowledge of office systems and procedures.
• Working knowledge of office equipment, like printers and fax machines.
• Proficiency in MS Office 365 (Word, Excel, PowerPoint); SharePoint a plus; CoPilot preferred; Adobe Acrobat.
• Excellent time management skills and the ability to prioritize work.
• Ability to address issues independently and find solutions without always needing to elevate.
• Attention to detail and precise document handling.
• Excellent written and verbal communication skills.

Responsibilities

• Maintain and update practice group organization charts.
• Liaison for practice group related slides and materials.
• Scheduling and note taking for internal meetings; creating agendas.
• Documenting and distributing meeting outcomes.
• Manage Practice Group SharePoint site and files; organize documents.
• Track time and billing; communicate with those who have not submitted time.
• Liaison for onboarding partners and supervisors with ATATSS.
• Track performance management scheduling; update skill sets annually.
• Coordinate travel and accommodations; book conference rooms and materials.
• Prepare PPT decks and print materials; set up Teams/Zoom; manage virtual meetings.
• Serve as communication bridge between ATATSS, PG Leaders, and Principals.
• Attend business planning meetings and help keep PGs on track.
• Format and proof documents and PPTs; update schedules in ProStaff and Salesforce.

Skills

Time management

Communication

Attention to detail

Organization

Independent work

Tools

MS Office 365

SharePoint

CoPilot

Adobe Acrobat

Job description

Overview

BerryDunn is seeking an Administrative Assistant to play an important role in supporting our assurance, tax, and advisory teams. In this highly visible, on-site role, you will help keep teams organized, meetings and priorities moving, and day-to-day operations running smoothly. This is a great opportunity for someone who enjoys variety, takes pride in being dependable and detail-oriented, and wants to grow within a collaborative professional services environment. As you build familiarity with our teams, systems, and processes, you’ll have opportunities to take on additional responsibilities and expand your impact.

Overview

BerryDunn is seeking an Administrative Assistant to play an important role in supporting our assurance, tax, and advisory teams. In this highly visible, on-site role, you will help keep teams organized, meetings and priorities moving, and day-to-day operations running smoothly. This is a great opportunity for someone who enjoys variety, takes pride in being dependable and detail-oriented, and wants to grow within a collaborative professional services environment. As you build familiarity with our teams, systems, and processes, you’ll have opportunities to take on additional responsibilities and expand your impact. This is an on-site Monday through Friday position in our Portland, ME office. You will report to the respective Practice Group Lead. Travel Expectations: This role requires minimal travel, less than 10% per year.

You Will

• Maintain and update practice group organization charts
• Liaison for practice group related slides and materials
• Internal Meetings
  • Scheduling
  • Note taking
  • Creating agendas
  • Documenting and distributing meeting outcomes
• Practice Group SharePoint, document and file storage
  • Maintain and update Practice Group (PG) SharePoint site and files
  • Organize and keep documents filed and updated, as needed
• Tracking of Time and Billing
  • Communication with those that have not submitted their time
• Liaison with Assurance, Tax & Advisory Team Services Support (ATATSS) for onboarding partners and supervisors
• Tracking and scheduling for BerryDunn’s performance management program
• Tracking of team members’ specific skill sets and subject matter expertise (update on an annual basis) (in lieu of a dedicated system that can track)
• Liaison for tracking employee time budget submissions
• Booking travel and accommodations
• Production, logistics and planning for events, such as: team lunches, training days, virtual meetings. Including, but not limited to:
  • Catering (or liaise with office admin to do this)
  • Reserving conference rooms, booking blocks of hotel rooms, setting up Teams/Zoom, preparing PowerPoint (PPT) slide decks, printing materials, etc.
  • Virtual meeting production: scheduling Teams/Zoom, breakout rooms, monitoring chat rooms
• Communication bridge between ATATSS, Practice Group Leader’s (PGL’s), and Principals
• Attend business planning meetings and keep PGs on track while planning for business plans
• Formatting and proofing documents and PPT presentations
• Updating schedules in ProStaff and running scheduling reports as requested.
  • Updating SalesForce and printing SalesForce reports, as requested
• Other administrative duties as requested by the Practice Group Leader

You Have

• Knowledge of office systems and procedures
• Working knowledge of office equipment, like printers and fax machines
• Proficiency in:
  • MS Office 365 (MS Word, MS Excel and MS PowerPoint). Experience in SharePoint a plus.
  • Experience with CoPilot preferred
  • Adobe Acrobat
• Excellent time management skills and the ability to prioritize work
• Ability to address issues independently and find solutions without always needing to elevate.
• Attention to detail
• Excellent written and verbal communication skills

Compensation Details

The hourly rate for this role is $25.00-$29.00 per hour. This rate range represents BerryDunn’s good faith and reasonable estimate of the possible compensation at the time of posting. If an applicant possesses experience, education, or other qualifications more than the minimum requirements for this posting, that applicant is encouraged to apply, and a final rate may then be based on those additional qualifications; compensation decisions are dependent on the facts and circumstances of each case. The hourly rate for the finalist selected for this role will be based on a variety of factors, including but not limited to, years of experience, depth of experience, seniority, merit, education, training, amount of travel, and other relevant business considerations.

BerryDunn Benefits & Culture

Our people are what make BerryDunn special, and in return we strive to support our employees and help them thrive. Eligible employees have access to benefits that go beyond what’s expected to support their physical, mental, career, social, and financial well-being. Visit our website for a complete list of benefits and a look into our culture: Experience BerryDunn .

We will ensure that individuals are provided reasonable accommodation to participate in the job application or interview process or perform essential job functions. Please contact [e-mail] to request an accommodation.

We are committed to equal employment opportunity regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, gender, gender identity or expression, or veteran status. We are proud to be an equal opportunity workplace.

About BerryDunn

BerryDunn is the brand name under which Berry, Dunn, McNeil & Parker, LLC and BDMP Assurance, LLP, independently owned entities, provide services. Since 1974, BerryDunn has helped businesses, nonprofits, and government agencies throughout the US and its territories solve their greatest challenges. The firm’s tax, advisory, and consulting services are provided by Berry, Dunn, McNeil & Parker, LLC, and its attest services are provided by BDMP Assurance, LLP, a licensed CPA firm.

BerryDunn is a client-centered, people-first professional services firm with a mission to empower the meaningful growth of our people, clients, and communities. The firm has been recognized for its efforts in creating a diverse and inclusive workplace culture, and for its focus on learning, development, and well-being. Learn more at berrydunn.com .