Administrative Assistant

Red Bike Advisors; Wilmington (NC); On-site; USD 36,000 - 48,000; Full time

Benefits offered by this job

Health insurance

Vision insurance

Dental insurance

401(k) with company match

Paid holidays

Referral bonuses

Work-from-home Fridays

Job summary

Red Bike Advisors is seeking an on-site Administrative Assistant in Wilmington, NC to support the Office Manager and team. You will be the first point of contact for prospects and clients, manage documents, scheduling, and daily office tasks.

You will handle phones, greet visitors, process intake, maintain Canopy CRM data, coordinate calendars, and assist with contracts, confidentiality, and special projects.

Qualifications

• Familiarity with a variety of software applications such as Microsoft Office, digital signature software, calendar scheduling, QuickBooks Online, Adobe.
• Prior experience as an administrative assistant or similar role.

Responsibilities

• Answer the phone and direct clients and prospects to the appropriate team member
• Greet clients, in person, when they stop by the office
• Sales follow-ups and tracking after scoping
• New client and document intake
• Document follow-up and tracking
• Scan and send documents, fax documents and follow through on receipt
• Prepare client communications, conflict checks, Power of Attorney, and contracts and send to clients for review and signature
• Manage email and calendar scheduling for team members
• Various data entry and administrative tasks
• Help maintain the integrity of Canopy, our customer relationship management software, by linking people and projects, updating client profile information, and regularly scanning for duplicate data
• Schedule client and prospect appointments for team members, coordinating team and client schedules
• File physical papers and sort papers for shredding
• Prepare outgoing mail and deliver to post office when needed
• Distribute incoming mail
• Maintain discretion and confidentiality
• Support or lead numerous special projects as needed

Tools

Microsoft Office

QuickBooks Online

Calendar scheduling

Digital signature software

Adobe

Job description

We are a tax & accounting firm with headquarters in Wilmington, NC, and team members located all over the United States. We provide accounting, tax strategy & filing, financial advisory, tax controversy & resolution, and fraud & forensic investigation services to business and individual clients.

We're on a mission to help small business owners simplify, streamline, and save with “Know Your Numbers” financial and tax insights. Our team are A-players who execute on this vision every day and have a passion for delivering value to clients.

We are seeking an on-site Administrative Assistant to join our growing team to help drive this mission forward. Reporting to the Office Manager, you will often be the first point of contact for prospects and clients. Behind the scenes, you’ll be leveraging our technology stack to prep, send, and file documents, and you’re diligent at performing day-to-day office tasks like scanning, faxing, and mail prep.

Team members who thrive at our firm have impressive time management skills, are self-starters, take pride in the quality of their work, and most importantly, put the client experience front and center.

Responsibilities

Answer the phone and direct clients and prospects to the appropriate team member

Greet clients, in person, when they stop by the office

Sales follow-ups and tracking after scoping

New client and document intake

Document follow-up and tracking

Scan and send documents, fax documents and follow through on receipt

Prepare client communications, conflict checks, Power of Attorney, and contracts and send to clients for review and signature

Manage email and calendar scheduling for team members

Various data entry and administrative tasks

Help maintain the integrity of Canopy, our customer relationship management software, by linking people and projects, updating client profile information, and regularly scanning for duplicate data

Schedule client and prospect appointments for team members, coordinating team and client schedules

File physical papers and sort papers for shredding

Prepare outgoing mail and deliver to post office when needed

Distribute incoming mail

Maintain discretion and confidentiality

Support or lead numerous special projects as needed

Soft Skills

Exceptional communicator who puts client experience front and center

Ability to multitask, prioritize, and organize efficiently

High attention to detail

The ability to take ownership of your projects and drive them to completion

Outstanding organizational and time management skills

Willingness to pitch in and help other team members when needed

Qualifications and Experience

Familiarity with a variety of software applications such as Microsoft Office, digital signature software, calendar scheduling, QuickBooks Online, Adobe, and the ability to quickly learn new programs

Prior experience as an administrative assistant or similar role

Culture & purpose: Our vision is to transform small business finance and tax strategy from reactive to predictive. Our team are A-players who execute on this vision every day and–dare we say it–get excited about Mondays.

Flexible schedule: The Admin team enjoys work from home Fridays.

Paid holidays: We take time off as a company for specific holidays, including but not specifically limited to New Year’s Day, Memorial Day, Independence Day, Labor Day, Thanksgiving Thursday and Friday, and the week between Christmas and New Year’s Day.

Referral bonuses: A-players know other A-players. We bonus employees and contractors who bring great people into the company.

Benefits: Health vision, and dental insurance options plus company-paid life insurance

Retirement: Company-sponsored 401(k) with company match

About Red Bike Advisors

Red Bike Advisors is on a mission to help small business owners simplify, save, and thrive with “Know Your Numbers” financial and tax insights. Founded in 2009 as Adam Shay, CPA, PLLC, the firm provides accounting & bookkeeping, tax strategy & filing, tax controversy & resolution, and fraud & forensic investigative services to business and individual clients. The firm is based in Wilmington, North Carolina, and serves clients across the U.S. who are craving a strategic, rather than transactional, relationship with their finance and accounting firm. To learn more, visit www.redbikeadvisors.com.

Our Values

Creators of value: We don’t trade time for money or value our services on internal overhead and desired profit margin, but rather on the exponential value our services bring to our clients.

Excellent communication: Thoughtful, proactive communication is the backbone of trusting client relationships. With all other areas of expertise being equal, we highly value team members that prioritize customer experience.

Analytical creativity: Finance is so much more than numbers! We are pros at first uncovering client goals, and then analyzing the numbers and patterns to help clients think holistically about business growth and tax strategy.

Learning, growth, and progress: We highly value taking action, learning from mistakes, and being lifelong learners both inside and outside of the industry.

Accountability: “What gets measured, gets managed” is not just a finance axiom (although it’s 100% true)! We hold ourselves accountable to our mission, vision, values, an exponentially valuable client experience, KPIs, and to delivering on our promises.

EEO Statement

Red Bike Advisors LLC provides equal employment opportunities to all individuals regardless of their race, color, creed, religion, gender, age, sexual orientation, national origin, disability, veteran status, or any other characteristic protected by state, federal, or local law.