Executive Assistant

Wegner CPAs; Baraboo (WI); On-site; USD 52,000 - 72,000; Full time

Job summary

Wegner CPAs in Wisconsin is seeking an Executive Assistant to welcome clients, support Partners with executive tasks, manage calendars, travel, and prepare materials for meetings. You will be handling communications, organizing documents, and maintaining professional client relationships.

The role requires 3–5 years of executive admin experience, a 4-year degree preferred, and strong skills in MS Office, time management, and interpersonal communication.

Qualifications

• 4 year degree preferred.
• Three to five years of experience directly related to duties and responsibilities, preferably in a professional services firm.
• One to three years administrative support experience at the executive level.
• Ability to multi-task and remain calm in high task situations.
• Proficiency with Microsoft Office Suite.
• Professional image and strong oral and written communication skills.
• Demonstrated outstanding time management and interpersonal skills.
• Knowledge of multi-phone line operations.

Responsibilities

• Communicate and handle incoming and outgoing electronic communications on behalf of the Partner.
• Prioritize and manage multiple projects simultaneously and follow through on issues in a timely manner.
• Maintain sponsorship spreadsheet.
• Assist Partner with preparation of presentation materials.
• Create, review and summarize reports and documents; prepare background documents and outgoing mail.
• Arrange travel schedule and reservations for Partner as needed.
• Calendar management and coordination of meetings with internal and external executives and assistants.
• Provide 5-Star customer service to clients and maintain positive client relationships.
• Answer phones promptly with a friendly, professional voice.
• Manage voicemail routing and after-hours messages.
• Keep reception and conference rooms presentable and stocked.

Skills

Customer service

Multitasking

Communication

Time management

Microsoft Office

Professional image

Interpersonal skills

Phone etiquette

Education

Bachelors degree preferred

Tools

Practice Management

Axcess Tax

XCM

Microsoft Office Suite

Job description

Position Mission: The Executive Assistant is responsible for making clientele feel welcomed and comfortable. Greeting clients cheerfully and with enthusiasm, making them "feel good" about Wegner from the moment they enter or phone the firm. The Executive Assistant is also responsible for supporting Firm Partners with a variety of executive administrative duties.

How will you achieve this mission?

• Communicate and handle incoming and outgoing electronic communications on behalf of the Partner.
• Prioritize and manage multiple projects simultaneously and follow through on issues in a timely manner.
• Maintain sponsorship spreadsheet.
• Assist Partner with preparation of presentation materials.
• Create, review and summarize miscellaneous reports and documents; prepare background documents and outgoing mail as necessary.
• Arrange travel schedule and reservations for Partner as needed.
• Calendar management, requiring interaction with both internal and external executives and assistants to coordinate a variety of meetings.
• Actively practice 5-Star customer service to internal and external customers. Immediately greet all internal and external clients in a warm, friendly and professional manner as they enter the lobby. Offer beverages and our coat closet to guests. Maintain positive client relationships.
• Answer phones, ideally in three rings or less, with attentiveness and a smile in your voice.
• Retrieve and route all voicemail accumulated after hours.
• Keep the reception area and conference rooms presentable and supplies stocked (business cards, pen, etc.) when not assisting clients.
• Complete tax return assembly process daily based on need (significant increased levels during tax season). Financial statement report assembly (significant increased levels during tax season).
• Set up new clients in Practice Management, Axcess Tax and XCM.
• Log-in clients and create scan cover sheet as workpapers are received.

What do you need to achieve this mission?

• 4 year degree preferred
• Three to five years of experience directly related to the duties and responsibilities specified, preferably in a professional services firm.
• One to three years administrative support experience at the executive level.
• Ability to multi-task and remain calm in high task situations.
• Must be proficient with Microsoft office Suite.
• Must present a professional image.
• Demonstration of effective oral and written communication skills.
• Proven record of excellent interpersonal skills.
• Knowledge of multi-phone line operations.
• Demonstrated outstanding time management skills.

Wegner provides equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, age, national origin, disability status, genetic information, protected veteran status, or any other characteristic protected by law.

Please be aware that as part of our hiring process, Wegner CPAs participates in E-Verify. Your employment eligibility will be confirmed through the E-Verify program upon hire.