Executive Assistant Senior- Tax

RSM US LLP; Phoenix (AZ); On-site; USD 61,000 - 102,000; Full time

Job summary

RSM US LLP is seeking an Executive Assistant Senior to provide skilled support to select leaders, manage strategic calendars, arrange travel, and coordinate complex logistics. The role requires professionalism, confidentiality, and a proactive approach to urgent requests.

Responsibilities include calendar control, travel coordination, expense submission, meeting administration, and drafting/proofreading communications. Experience with ESS and project support is advantageous.

Qualifications

• Associate degree or 2+ years in related field.
• Proficient in Microsoft Office; ability to train others as needed.
• Strong grammar, proofreading, and presentation skills.

Responsibilities

• Maintain calendar appointments and prioritize meetings.
• Coordinate travel arrangements (flights, hotels, cars, meals).
• Submit and track expense reports.
• Manage meeting invitations, take notes, and follow up on actions.
• Prepare reports, slides, handouts with professional appearance.
• Handle confidential correspondence and data with discretion.

Skills

Calendar management

Travel coordination

Expense reporting

Proofreading

Confidentiality

Communication

Meeting logistics

Education

Associate degree

Tools

Microsoft Office

PowerPoint

Excel

ESS system

Job description

We are the leading provider of professional services to the middle market globally, our purpose is to instill confidence in a world of change, empowering our clients and people to realize their full potential. Our exceptional people are the key to our unrivaled, culture and talent experience and our ability to be compelling to our clients. You’ll find an environment that inspires and empowers you to thrive both personally and professionally. There’s no one like you and that’s why there’s nowhere like RSM.

The executive assistant senior will provide skilled and efficient support to select RSM leaders and may serve as a navigator to other RSM owners. The executive assistant senior, under minimal supervision, will be responsible for all day-to-day activities, including strategic calendar and schedule management, execution of travel arrangements/expense reimbursement and coordination of logistics for internal and external meetings. May be responsible for proofreading communications, compiling reports and other special projects, as needed. In addition, the executive assistant senior may fulfill administrative requests through the ESS request site. This position requires a high level of professionalism, confidentiality, and a sense of urgency.

Essential Duties

• Serve as the point person to maintain all calendar appointments and ensure that meetings are scheduled in advance and prioritized accordingly.

• Coordinate all travel arrangements (flights, cars, hotels and meals, etc.).

• Submit expense reports in a timely manner.

• Be responsible for meeting management administration, including handling all meeting invitations and logistics, tracking attendees, taking notes and following up with action items.

• Maintain daily, weekly, and monthly to-do lists, with follow-ups accordingly.

• Routinely handle confidential correspondence.

• Take ownership of projects and/or events as assigned including conducting research, organizing details and following through with execution.

• Prepare and proofread information, including correspondence, PowerPoint slides, handouts and spreadsheets, ensuring a professional and consistent appearance.

• Independently compile data from a variety of resources and prepare appropriate reports and/or documentation.

• Review invoices and/or charges on firm-issued purchasing card for accuracy and reconcile in a timely manner, as needed.

• Serve as the “go-to” resource to deliver a consistent and positive experience.

• Act as a liaison between ESS and other firm client service departments and/or others outside of the firm as appropriate.

• Share knowledge of firm systems, tools and industry knowledge when appropriate.

• Collaborate with other executive assistants, including identifying and establishing best practices. Provide training to others when appropriate.

• Perform other duties as assigned.

EDUCATION

• Associate degree or 2+ years of experience in related field

TECHNICAL/SOFT SKILLS (REQUIRED)

• Intermediate to advanced Microsoft Office skills, ability to learn programs/software utilized by the firm and train others as needed

• Demonstrates a working knowledge of tools, resources and technology required with assigned responsibilities

• Ability to communicate, effectively with a diverse audience

• Effective organization, prioritization and time management skills, and strong attention to detail Excellent people skills

• Strong grammar and proofreading skills and experience

• Ability to prepare presentations, including charts, graphics and tables, speaker notes and handouts, etc. Ability to balance multiple tasks and projects

SPECIAL REQUIREMENTS SPECIFC TO JOB

• Must be punctual and able to adapt to changing schedules

• Ability to convey instructions clearly and concisely and be responsive when required

• Maintains professionalism in demeanor, conversation and attire

EXPERIENCE

• 3+ years of relevant experience in a related field or area

LEADERSHIP SKILLS (REQUIRED)

• Ability to facilitate discussions with leaders

• Ability to manage at a macro level and identify when a refined approach is necessary

• Has the ability to respond positively to changing circumstances, seeks and implements change to drive business improvement and serves as a model of the change

• Works collaboratively with the executive assistant supervisor/manger to provide support across the enterprise particularly during peak times

PREFERRED REQUIREMENTS

• Experience with project management tool(s) (preferred)

At RSM, we offer a competitive benefits and compensation package for all our people.We offer flexibility in your schedule, empowering you to balance life’s demands, while also maintaining your ability to serve clients.Learn more about our total rewards at https://rsmus.com/careers/working-at-rsm/benefits.

All applicants will receive consideration for employment as RSM does not tolerate discrimination and/or harassment based on race; color; creed; sincerely held religious beliefs, practices or observances; sex (including pregnancy or disabilities related to nursing); gender; sexual orientation; HIV Status; national origin; ancestry; familial or marital status; age; physical or mental disability; citizenship; political affiliation; medical condition (including family and medical leave); domestic violence victim status; past, current or prospective service in the US uniformed service; US Military/Veteran status; pre-disposing genetic characteristics or any other characteristic protected under applicable federal, state or local law.

Accommodation for applicants with disabilities is available upon request in connection with the recruitment process and/or employment/partnership.RSM is committed to providing equal opportunity and reasonable accommodation for people with disabilities. If you require a reasonable accommodation to complete an application, interview, or otherwise participate in the recruiting process, please call us at 800-274-3978 or send us an email at [e-mail].

RSM does not intend to hire entry level candidates who will require sponsorship now OR in the future (i.e. F-1 visa holders). If you are a recent U.S. college / university graduate possessing 1-2 years of progressive and relevant work experience in a same or similar role to the one for which you are applying, excluding internships, you may be eligible for hire as an experienced associate.

RSM will consider for employment qualified applicants with arrest or conviction records. For those living in California or applying to a position in California, please click here for additional information.

At RSM, an employee’s pay at any point in their career is intended to reflect their experiences, performance, and skills for their current role. The salary range (or starting rate for interns and associates) for this role represents numerous factors considered in the hiring decisions including, but not limited to, education, skills, work experience, certifications, location, etc. As such, pay for the successful candidate(s) could fall anywhere within the stated range.

Compensation Range: $61,400 - $101,800