Executive Assistant & Office Operations Lead (On-Site)

Zaddy Solutions; Philadelphia (Philadelphia County); On-site; USD 60,000 - 80,000; Full time

Job summary

Zaddy Solutions is seeking an Office Manager / Executive Assistant for an on-site, full-time role in Olde Kensington, Philadelphia. You will support partners, manage client communications, and help run a fast-paced accounting office with a professional, collaborative team.

The ideal candidate brings strong organizational skills, proficiency in Microsoft Office, and experience in administrative management, including tax-season workflows and document coordination.

Qualifications

• 5+ years of administrative or office management experience.
• Excellent written and verbal communication skills.
• Strong organizational and time management skills with the ability to prioritize multiple deadlines.
• Attention to detail and follow-through.
• Ability to work independently while contributing to a collaborative team environment.
• Professional, resourceful, and adaptable in a fast-paced office setting.
• Ability to remain calm and organized under pressure, particularly during busy season.
• Proficiency with Microsoft Office, including Outlook, Word, and Excel, with the ability to quickly learn new software.
• Ability to work full-time on site in Olde Kensington, Philadelphia, five days per week.

Responsibilities

• Provide administrative support to partners and staff, including filing, scanning, copying, document preparation, proofreading, and general office administration.
• Serve as the primary point of contact by answering and directing phone calls and managing incoming emails.
• Coordinate calendars, schedule meetings, and prepare meeting materials.
• Support partners, staff, and firm leadership with special projects and firm initiatives as assigned.
• Assist in managing day-to-day office operations and improving internal processes.
• Maintain the firm's tax return routing system and electronic filing procedures.
• Maintain organized digital client files and ensure documentation is complete.
• Work both independently and collaboratively to ensure deadlines are met.
• Manage client communications and follow up on outstanding documentation.
• Gather and organize client financial documents, including monthly bank and credit card statements.
• Coordinate engagement letters, invoices, and document collection.
• Assist with social media management and marketing initiatives as needed.

Skills

Office management

Administrative support

Communication skills

Microsoft Office

Time management

Tools

Microsoft Office Suite

QuickBooks Online

Job description

Zaddy Solutions is seeking an Office Manager / Executive Assistant for an on-site, full-time role in Olde Kensington, Philadelphia. You will support partners, manage client communications, and help run a fast-paced accounting office with a professional, collaborative team.

The ideal candidate brings strong organizational skills, proficiency in Microsoft Office, and experience in administrative management, including tax-season workflows and document coordination.