Administrative Assistant

Gilder Search Group; Woburn (MA); On-site; USD 42,000 - 56,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

401(k) with employer match

Job summary

Gilder Search Group is seeking an Administrative Assistant to support tax services, ensuring smooth e-filing processes and accurate records. You’ll handle client inquiries, guide them through our secure portal, and maintain organized digital files throughout peak tax deadlines and the year.

You will manage calendars, schedule client calls, and assist with office coordination while handling confidential information with discretion and professionalism.

Qualifications

• High school diploma or equivalent required; higher education is a plus.
• 2–5 years of administrative experience in a professional setting with confidential data.
• 2+ years of Excel experience for data entry and basic spreadsheet work.
• Strong proficiency with Microsoft Office applications.

Responsibilities

• Assist with electronic submission of federal and state tax filings.
• Serve as a primary client contact via calls and secure online portals.
• Maintain organized digital filing systems and calendars.
• Coordinate client calls and virtual meetings for accountants.
• Provide general office coordination and peak-season support.

Skills

Attention to detail

Organizational skills

Multitasking

Client communication

Phone etiquette

Education

High school diploma or equivalent

Additional education a plus

Tools

Excel

Outlook

Word

Job description

Administrative Assistant - Tax Services

Join a stable, professional tax team where your organization, accuracy, and client-service skills truly make an impact. We’re looking for a dependable Administrative Assistant to keep our tax operations running smoothly, especially during busy season. In this role, you’ll be a key support partner to multiple accountants and a go-to resource for clients as they navigate our process.

Position Overview

You’ll help move tax returns from preparation to successful e-filing, keep digital records and documents in top shape, manage busy calendars, and ensure clients get timely, clear communication. This position is ideal for someone who enjoys working behind the scenes to keep everything coordinated and on schedule.

Responsibilities

• Assist with the electronic submission of federal and state tax filings
• Act as a primary point of contact for clients by:
  • Handling incoming calls and routine questions
  • Guiding clients through use of our secure online portal
  • Following up on missing information, signatures, and e-file authorizations
• Download, track, and maintain organized records of e-file authorization forms and related documentation
• Make outbound calls and send follow-up messages to obtain required client documents
• Scan, upload, and categorize tax-related documents, including post-season archiving
• Maintain clear, accurate, and easy-to-navigate digital filing systems
• Coordinate and schedule client calls, virtual meetings, and appointments for a team of accountants
• Provide general office coordination support, including managing office calendars and arranging team lunches when needed
• Deliver reliable administrative support during peak tax deadlines and consistent support throughout the year
• Participate in off-season training to develop skills in more advanced tax administrative processes

Qualifications

• High school diploma or equivalent required (additional education is a plus)
• 2-5 years of administrative experience in a professional setting handling confidential information
• At least 2 years of experience using Excel for data entry, tracking, and basic spreadsheet management
• Strong proficiency in Microsoft Office, particularly Outlook, Word, and Excel
• Proven ability to work with sensitive and confidential information discreetly
• Comfortable with frequent phone work and direct client interaction
• Strong attention to detail, accuracy, and organizational skills
• Ability to manage multiple priorities and deadlines in a fast-paced, deadline-driven environment

Ideal Background

• Experience in a tax, accounting, legal, or similar professional services environment
• Familiarity with tax software, e-filing systems, or digital document management tools

Compensation & Benefits

• Competitive total compensation package
• Employer-sponsored medical, dental, and vision insurance
• 401(k) plan with 5% employer match

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