Administrative Assistant

BDO USA, Llp; Walnut Creek (CA); Hybrid; USD 36,000 - 48,000; Full time

Benefits offered by this job

ESOP participation

Total Rewards benefits

Job summary

BDO USA, LLP is seeking an Administrative Assistant to provide in-office support at the Walnut Creek office and related markets. The position offers a variable hybrid schedule with potential on-site days based on location and needs.

You will support calendars, meetings, vendor invoicing, onboarding/offboarding, expense reporting, and client data management, while producing letters, memos and reports with accuracy and confidentiality.

Qualifications

• High School Diploma or GED or equivalent.
• Three or more years of administrative experience.
• Bachelor’s degree preferred.
• Advanced proficiency in Microsoft Office Suite.
• Experience with Peoplesoft database recommended.

Responsibilities

• Provide centralized administrative support across tasks using firm systems and software.
• Coordinate meetings, calendars, and catering for meetings and events.
• Process vendor and client invoices with appropriate management approval.
• Assist with onboarding/offboarding and expense reporting.
• Maintain client data and billing and respond to ad hoc requests.
• Prepare letters, memoranda, interoffice communications, and reports.
• Support seasonal tax-related tasks as needed.
• Handle confidential information and collaborate with management.

Skills

Deadline-driven environment

Advanced computer skills

Excellent written and verbal English

Discretion with confidential data

Customer service mindset

Organizational skills

Team player

Education

High School Diploma, GED or equivalent

Bachelor’s degree preferred

Tools

Microsoft Office Suite

Peoplesoft database

Job description

JOB DESCRIPTION

The Administrative Assistant (AA) is responsible for providing in-office administrative support to their assigned 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 BDO 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/or mail room duties.

Job Summary

The Administrative Assistant (AA) is responsible for providing in-office administrative support to their assigned 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 BDO 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/or mail room duties. This is a variable hybrid role that may require up to full-time, on-site support, based on location and office needs.

Job Duties

• 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.
• Provides expense reporting support by submitting an expense report ticket
• Collaborates with management to set up new clients, maintain and manage client data, billings and other ad hoc request
• Produces a variety of materials including but not limited to letters, memoranda, interoffice communications, confidential presentations, and reports.
• Handles related tax support services on a seasonal or as needed basis.
• Other duties as required

Education

High School Diploma, GED or equivalent, required

Qualifications, Knowledge, Skills & Abilities

Bachelor’s degree, preferred

Experience

Three (3) or more years of administrative experience, required

Professional services firm experience, preferred

Software

Advanced level of proficiency in Microsoft Office Suite, required

Experience with firm’s ERP preferred

Language

N/A

Other Knowledge, Skills & Abilities

• Ability to work in a deadline-driven environment and handle multiple projects / tasks with an attention to detail
• Advanced or expert in computer skills: Word, Excel, Outlook, PowerPoint. Experience in Peoplesoft database recommended
• Excellent written and verbal communication skills including superior grammar, spelling, and punctuation that enable the incumbent to work with top level management and other executive level clients.
• Possesses superior customer service skills. 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
• Team player who is willing to help out as needed

Individual salaries that are offered to a candidate are determined after consideration of numerous factors including but not limited to the candidate’s qualifications, experience, skills, and geography.

• California Range: $26.00/hr - $35.00/hr
• Colorado Range: $24.00/hr - $38.50/hr
• Maryland Range: $28.00/hr - $32.00/hr
• Minnesota Range: $28.85/hr - $32.70/hr
• NYC/Long Island/Westchester Range: $36.00/hr - $38.50/hr
• Virginia Range: $28.00/hr - $32.00/hr
• Washington Range: $26.00/hr - $35.00/hr
• Washington DC Range: $28.00/hr - $32.00/hr

About Us

At BDO, how we show up matters. We build strong relationships by supporting one another, our clients, and our communities with care, curiosity, and a commitment to helping one another grow and succeed. Here, you’ll find meaningful work, leaders invested in your success, and opportunities to build a career around what matters most to you.

Our purpose is to be the people our clients count on to grow with confidence and achieve what matters most. Our values guide how we bring that purpose to life each day. Together, they shape how we work with one another, serve our clients, and create meaningful impact.

BDO provides assurance, tax, and advisory services to clients across the U.S. and around the world. No matter your role, you’ll be part of a team helping clients navigate complexity and move forward with clarity.

As technology continues to shape how we work, BDO values the ability to apply generative and agentic AI solutions to develop work products, improve workflows and identify potential risks. Across our firm, we emphasize professional judgment in validating AI-generated outputs for accuracy, quality, and compliance.

We are proud to be an ESOP company, offering participants a stake in the firm’s success through beneficial ownership and a unique opportunity to enhance their financial well-being. As a qualified retirement plan, the ESOP is a meaningful addition to our comprehensive compensation and Total Rewards benefits* offerings. It also reinforces an ownership mindset that strengthens our connection to one another, our clients, and the future we’re building together.

Learn more about our benefits: BDO Total Rewards encompass more than traditional benefits. Click here to find out more !

• Benefits may be subject to eligibility requirements.

Equal Opportunity Employer, including disability/vets

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability or protected veteran status.

"BDO USA, P.A. is an EO employer M/F/Veteran/Disability"