Executive Administration Assistant

ATLAS Navigators, LLC; Tucson (AZ); On-site; USD 52,000 - 78,000; Full time

Benefits offered by this job

Medical, Dental, and Vision

GAP Benefits

Supplemental Benefits

Life and AD&D Insurance

Short- & Long-Term Disability Plans

401(k) with Company Matching

Bonus Structure

Flexible PTO with sick time

Incentive Program

Development Program

Company Wellness Program

Job summary

ATLAS Navigators, LLC in Tucson seeks an experienced Executive Administration Assistant to oversee day-to-day office operations and support Partners. You will supervise administrative staff, coordinate workflows, and manage client service communications in a professional, CPA‑firm setting.

The successful candidate has strong communication, problem-solving, and organizational skills, with at least three years in office operations and proficiency in Microsoft Office.

Qualifications

• High school diploma or GED required; some college preferred.
• Minimum of three years in Administrative Manager, Office Manager, or similar role.
• Experience supervising administrative staff and handling client service issues.
• Experience in a CPA firm or professional services environment preferred.

Responsibilities

• Lead day-to-day office operations and supervise administrative staff; assist with staff meetings.
• Manage client intake through E-filing workflow; ensure timely, accurate work.
• Pull weekly production reports for partner review.
• Oversee new client screening, onboarding, and fee-determination processes; maintain communications.
• Maintain high client satisfaction through proactive updates and issue resolution, including tax notices.
• Administer HR functions including payroll review, PTO coordination, and staff development support.
• Monitor accounts receivable and WIP; assist with client billing and reporting toPartners.
• Identify operational issues and drive process improvements; escalate to Partners as needed.
• Oversee general office operations, document processing, and office supplies.

Skills

Leadership and staff supervision

Client service excellence

Multitasking under pressure

Organizational skills

Problem solving

Microsoft Office proficiency

Discretion with confidential info

Education

High School Diploma/GED

Some college preferred

Administrative management experience

Tools

Microsoft Office

Job description

OVERVIEW

We are seeking an experienced, organized, and proactive Executive Administration Assistant to oversee the day-to-day operations of our Tucsonoffice. Working closely with Partners, this individual will supervise administrative staff, coordinate office workflow, oversee client service and communication, and ensure administrative processes operate efficiently.

This role will serve as a primary point of contact for client service concerns, facilitating timely resolution and acting as a liaison between clients, staff and Partners. The ideal candidate is a strong communicator and problem solver, who can effectively manage competing priorities, support staff development, and maintain a high level of client satisfaction in a fast-paced professional services environment.

MAJOR RESPONSIBILITIES

• Lead day-to-day office operations, supervise administrative staff, and assist with conducting staff meetings.
• Manage form workflow from client intake through E-filing, ensuring work is completed accurately and on time.
• Pull weekly production reports for review with partners.
• Manage new client screening, scheduling, onboarding, fee determination assistance, and communication.
• Ensure a high level of client satisfaction through proactive communication, status updates, and resolution of service issues, including tax agency notices.
• Administer HR-related functions including bi-weekly payroll review and approval, PTO approval and coordination, day-to-day staff support, and assistance with staff development processes.
• Monitor and manage accounts receivable and work in process (WIP), including reporting to Partners and assisting with client billing.
• Identify operational issues, improves processes, and elevate matters to Partners as appropriate.
• Oversee general office operations and administrative functions, including document processing and office supplies.

SKILLS AND ABILITIES

• Strong leadership and administrative staff supervision skills.
• Excellent client service, interpersonal and communication skills.
• Ability to manage multiple priorities and deadlines in a fast-paced environment.
• Strong organizational skills and attention to detail.
• Effective problem-solving skills and ability to identify process improvements.
• Proficiency in Microsoft Office applications and ability to learn firm-specific software.
• Ability to handle confidential client, financial and personal information professionally.

EDUCATION AND EXPERIENCE

• High School Diploma/GED required, some college preferred.
• Minimum of three years of experience in an Administrative Manager, Office Manager or similar office operations role.
• Previous experience supervising administrative staff and managing client service concerns.
• Experience in a CPA firm or professional services environment preferred.

BENEFITS

• Medical, Dental, and Vision
• GAP Benefits
• Supplemental Benefits
• Life and AD\&D Insurance
• Short- & Long-Term Disability Plans
• 401 (k) with Company Matching
• Bonus Structure
• Flexible PTO with sick time
• Incentive Program
• Development Program
• Company Wellness Program

APPLICATION DEADLINE

We accept applications on an ongoing basis. This position will remain open until a qualified candidate is identified.

WORKING CONDITIONS

Must be able to operate a variety of machines and equipment, including computer, office equipment, telephone, etc. Tasks may require extended periods of time at a keyboard or workstation. Required to occasionally lift, hold, or carry items weighing up to 40 pounds. Individuals must perform the principal duties and responsibilities with or without reasonable accommodation.

EQUAL OPPORTUNITY STATEMENT

ATLAS Navigators, LLC is proud to be an Equal Opportunity and Affirmative Action employer. We do not discriminate based upon race,racial expression, including protective hairstyles, religion, color, national origin, sex (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender, gender identity, gender expression, transgender status, sexual stereotypes, age, status as a protected veteran, status as an individual with a disability, or other applicable legally protected characteristics. We also consider qualified applicants with criminal histories, consistent with applicable federal, state, and local law. ATLAS is committed to providing reasonable accommodations for candidates with disabilities in our recruiting process. If you need any assistance or accommodations due to a disability, please let us know.