Administrative Assistant, Firm Operations

Citrin-Cooperman; New York (NY); On-site; USD 50,000 - 65,000; Full time

Job summary

Citrin Cooperman in New York, NY is seeking an Administrative Assistant to join the Firm Operations team. The role supports client service, onboarding, tax filing tracking, and calendar management for senior staff.

Ideal candidates have 5+ years of admin experience, strong Microsoft Office skills, and excellent organizational abilities. On-site work required, with occasional overtime as needed.

Qualifications

• Five+ years of administrative experience in professional services is preferred.
• High school diploma required; bachelor's degree a plus.
• Proficient in Microsoft Office with advanced Excel skills.
• Strong organizational and written/verbal communication abilities.

Responsibilities

• Serve as a primary point of contact for a major client and coordinate with tax and audit teams.
• Support onboarding of new clients and maintain accurate client records.
• Monitor tax filing deadlines, notices, and deliverables and update tracking reports.
• Plan meetings, travel, and client events; prepare correspondence and contracts.

Skills

Excel

Microsoft Office

Communication

Teamwork

Education

High School Diploma

Bachelor's degree a plus

Tools

SharePoint

Job description

Citrin Cooperman offers a dynamic work environment, fostering professional growth and collaboration. We’re continuously seeking talented individuals who bring a problem-solving mindset, fresh perspectives, and sharp technical expertise. We know you have choices, so our team of collaborative, innovative professionals are ready to support your professional development. At Citrin Cooperman, we offer competitive compensation and benefits and most importantly, the flexibility to manage your personal and professional life to focus on what matters most to you!We are seeking an Administrative Assistant to join our Firm Operations team within the Administrative Support department at our NYC location.Responsibilities are, but not limited to:CLIENT SERVICE & RELATIONSHIP MANAGEMENTServe as a primary point of contact for one of the firm’s largest clients, handling client requests and keeping communication timely and confidential.Coordinate client requests and deliverables with the Tax and Audit & Assurance engagement teams.Communicate with the client on behalf of partners and engagement teams, routing questions to the appropriate professionals.CLIENT ONBOARDING & RECORDS MANAGEMENTSupport new client acceptance by submitting pertinent client information into the firm’s onboarding software and ensuring client information is accurate across all systems.Maintain accurate, up-to-date client information and records.Upload and download confidential client documents, including tax returns and K-1s, through the client’s secure portal (SharePoint).Scan, file and organize client documents in accordance with firm record-keeping standards.TAX FILING, DEADLINE & NOTICE MANAGEMENTPartner with leadership to ensure 300+ tax returns are extended and filed on time each year including any applicable tax payments.Maintain a deliverables tracker to monitor the status of tax returns and tax payments, making sure each deliverable is completed and sent to the client on time.Monitor incoming tax notices and coordinate with engagement staff to ensure each notice is answered on time and resolved.WORKFLOW TRACKING & REPORTINGGenerate weekly tickler reports on client work in process (WIP) and monitor engagement status to keep teams informed of upcoming deadlines and deliverables.Analyze monthly WIP reports to identify outstanding items and support engagement team follow-up.Generate monthly WIP analysis reports to help identify billable work.Maintain a shared master tracker to monitor staff workflow and the status of tax and audit deliverables during busy season.Prepare meeting summaries and action items and follow up with staff to ensure client deadlines are consistently met.ADMINISTRATIVE & LEADERSHIP SUPPORTManage calendars, schedules, travel arrangements, itineraries and agendas for leadership and professionals.Plan and coordinate virtual and in-person client meetings, including reserving venues and conference rooms, arranging catering and preparing meeting materials.Plan and coordinate client lunches and dinners, as well as team social events.Prepare client letters, correspondence and mailings; send faxes; and arrange messenger pickups and deliveries.Collate tax returns.Prepare client contracts.Organizing lunch-and-learn sessions, webinars and presentations.Coordinate scheduling, invitations, room and virtual meeting setup, catering and presentation materials for each event. Partner with the CPE/CPU LEAD team on CPE credentialing opportunities.The ideal candidate must:Have 5+ years of administrative experience (professional services environment preferred and tax operations experience is a plus)Have a high school diploma (bachelor’s degree is a plus)Be tech-savvy with proficiency in Microsoft Office and expertise in Excel functions including but not limited to tables, formulas, and formattingBe a team player with the ability to multi-task and pay strong attention to detailPossess strong organizational skills, including but not limited to verbal and written communication skillsHave the capacity to work overtime (as needed)In-office requirement 4 days per week based on specific office location