Administrative & Project Coordination Associate

Destination Wealth Management; Walnut Creek (CA); On-site; USD 52,000 - 72,000; Full time

Benefits offered by this job

Health benefits

401(k) match

Paid time off

Professional development

Collaborative environment

Job summary

Destination Wealth Management in Walnut Creek seeks an experienced administrative professional to support a fast-paced firm. You will handle clerical tasks, schedule client meetings, maintain client records, and help run day-to-day office operations with professionalism.

You’ll manage calendars for partners and staff, prepare documents, scan and file, and assist with onboarding and client inquiries. Excellent organization, communication, and discretion are essential for success.

Qualifications

• 3+ years of administrative, executive assistant, office coordinator, or project coordination experience.
• Excellent organizational and time-management skills.
• Strong attention to detail and accuracy.
• Ability to manage multiple projects and deadlines simultaneously.
• Proficiency in Microsoft Office (Outlook, Word, Excel, Teams).
• Strong written and verbal communication skills.
• Professional demeanor and client-service mindset.

Responsibilities

• Answer and direct phone calls professionally.
• Schedule client appointments and internal meetings.
• Maintain calendars for partners, CPAs, and staff.
• Prepare and organize correspondence, forms, and client documents.
• Scan, file, and maintain paper and electronic records.
• Assist with client onboarding and document collection.
• Track tax return, accounting, and client project deadlines.
• Monitor workflow to ensure timely completion of assignments.
• Maintain project management systems and status reports.
• Follow up with staff and clients regarding missing information.
• Coordinate internal deadlines and workflow scheduling.
• Assist partners and managers in prioritizing workloads.
• Serve as a primary point of contact for scheduling and administrative inquiries.
• Ensure client requests are routed and completed promptly.
• Help maintain a professional and welcoming client experience.
• Assist with preparation and organization of client meetings.
• Manage incoming and outgoing mail.
• Maintain office supplies and administrative resources.
• Assist with special projects and firm initiatives as needed.
• Support compliance and document retention procedures.

Skills

Administrative experience

Organizational skills

Time management

Multitasking

Microsoft Office

Communication skills

Client service mindset

Education

Associate or Bachelor's degree preferred

Tools

CRM software

Workflow management tools

Practice management software

Job description

Overview

This role is ideal for someone who thrives in a fast‑paced professional environment and enjoys managing multiple priorities. The successful candidate will provide clerical and administrative support, coordinate schedules, track projects and filing deadlines, maintain client records, and assist with day‑to‑day office operations.

This is a key position that helps keep our firm organized, efficient, and client focused.

Key Responsibilities

Administrative & Clerical Support

• Answer and direct phone calls professionally.
• Schedule client appointments and internal meetings.
• Maintain calendars for partners, CPAs, and staff.
• Prepare and organize correspondence, forms, and client documents.
• Scan, file, and maintain paper and electronic records.
• Assist with client onboarding and document collection.

Project & Deadline Management

• Track tax return, accounting, and client project deadlines.
• Monitor workflow to ensure timely completion of assignments.
• Maintain project management systems and status reports.
• Follow up with staff and clients regarding missing information.
• Coordinate internal deadlines and workflow scheduling.
• Assist partners and managers in prioritizing workloads.

Client Service Support

• Serve as a primary point of contact for scheduling and administrative inquiries.
• Ensure client requests are routed and completed promptly.
• Help maintain a professional and welcoming client experience.
• Assist with preparation and organization of client meetings.

Office Operations

• Manage incoming and outgoing mail.
• Maintain office supplies and administrative resources.
• Assist with special projects and firm initiatives as needed.
• Support compliance and document retention procedures.

Qualifications

Required:

• 3+ years of administrative, executive assistant, office coordinator, or project coordination experience.
• Excellent organizational and time‑management skills.
• Strong attention to detail and accuracy.
• Ability to manage multiple projects and deadlines simultaneously.
• Proficiency in Microsoft Office (Outlook, Word, Excel, Teams).
• Strong written and verbal communication skills.
• Professional demeanor and client‑service mindset.

Preferred:

• Experience working in a CPA firm, tax practice, accounting firm, law firm, financial advisory firm, or other professional services environment.
• Familiarity with tax‑season workflows and filing deadlines.
• Experience with CRM, workflow management, or practice management software.
• Associate or bachelor's degree preferred but not required.

Desired Characteristics

• Highly organized and dependable.
• Strong follow‑through and accountability.
• Ability to work independently and as part of a team.
• Proactive problem solver.
• Comfortable handling confidential client information.
• Able to remain calm and organized during busy tax seasons and peak periods.

Benefits

• Competitive compensation
• Medical, dental, and vision benefits
• 401(k) with company match (if applicable)
• Paid vacation and holidays
• Professional development opportunities
• Collaborative and professional work environment