Office Manager - Executive Assistant - CPA Firm

Miller Verchota Inc; Crystal Lake (IL); Vor Ort; USD 50.000 - 70.000; Vollzeit

Benefits dieser Stelle

Health Insurance

Paid Vacation

Paid Holidays

Retirement Plan

Zusammenfassung

Miller Verchota Inc in Crystal Lake, IL seeks a highly organized Office Manager to oversee administrative operations at our CPA firm. You will coordinate projects, manage client communications, and ensure deadlines are met as daily operations run smoothly.

Reporting to the President, you will support leadership, handle forms and records, supervise office logistics, and contribute to marketing communications and client outreach.

Qualifikationen

• Excellent organizational, multitasking, and time-management abilities.
• Strong attention to detail and accuracy.
• Ability to manage multiple priorities and meet deadlines.
• Excellent written and verbal communication skills.
• Strong follow-through, initiative, and problem-solving abilities.
• Proficiency in Microsoft Office; ability to learn new software.
• Professionalism and discretion when handling confidential information.
• Ability to work independently and collaborate with others.
• Experience in office management or project coordination preferred.
• Familiarity with CPA firm or financial services environment preferred.

Aufgaben

• Coordinate projects, delegate tasks, and monitor progress to meet deadlines.
• Track deadlines, outstanding tasks, and project milestones.
• Follow up on incomplete assignments and approaching deadlines.
• Identify workflow bottlenecks and recommend process improvements.
• Manage client communications and follow up on requests.
• Prepare mass client emails and reminders; coordinate mailings.
• Draft professional letters and routine business communications.
• Prepare and track federal and state forms and maintain client records.
• Oversee document management, electronic filing, and retention.
• Manage office supplies and general administrative activities.
• Provide support to firm leadership and assist with marketing communications.
• Publish social media posts and client newsletters.

Kenntnisse

Organizational skills

Multitasking

Time management

Attention to detail

Communication skills

Follow-through

Problem solving

Professionalism

Discretion

Independent work

Ausbildung

Bachelor's Degree

Tools

Outlook

Word

Excel

Jobbeschreibung

We are seeking a highly organized, detail-oriented, and proactive Office Manager to oversee and coordinate the administrative operations of our CPA firm.

This position plays a key role in ensuring projects move forward, deadlines are met, client communications are handled professionally, and daily operations run efficiently.

The ideal candidate is a self-starter who takes ownership of responsibilities, anticipates needs, follows through on outstanding matters, and thrives in a fast-paced professional environment.

Reporting directly to the President, the Office Manager will serve as a central point of coordination among firm leadership, staff, and clients.

Key Responsibilities

About the Position

We are seeking a highly organized, detail-oriented, and proactive Office Manager to oversee and coordinate the administrative operations of our CPA firm.

This position plays a key role in ensuring projects move forward, deadlines are met, client communications are handled professionally, and daily operations run efficiently.

The ideal candidate is a self-starter who takes ownership of responsibilities, anticipates needs, follows through on outstanding matters, and thrives in a fast-paced professional environment.

Reporting directly to the President, the Office Manager will serve as a central point of coordination among firm leadership, staff, and clients.

Project Management & Workflow Coordination

• Coordinate projects, delegate assignments, and monitor progress to ensure timely completion.
• Track deadlines, outstanding tasks, and project milestones.
• Follow up with team members regarding incomplete assignments and approaching deadlines.
• Identify workflow bottlenecks and recommend process improvements.

Client Communication & Follow-Up

• Manage electronic signature requests, track outstanding signatures, and follow up with clients to ensure completion.
• Prepare and distribute mass client emails, announcements, and reminders.
• Coordinate mass mailings and other client correspondence.
• Draft professional letters, emails, and routine business communications.
• Assist with client requests and follow up on outstanding administrative matters.

Administrative & Compliance Support

• Prepare, process, and track routine federal and state forms, such as Power of Attorney authorizations.
• Maintain organized electronic client records and documentation.
• Oversee document management, electronic filing, and record retention procedures.
• Monitor administrative deadlines and maintain accurate client information.

Office Operations

• Manage office supply inventory, purchasing, and replenishment.
• Coordinate general office administrative activities.
• Maintain efficient organizational systems and procedures.
• Provide administrative and operational support directly to the President.
• Identify opportunities to improve efficiency and streamline processes.

Marketing & Communications

• Coordinate and publish social media posts on the firm's business accounts.
• Assist with client newsletters, announcements, and marketing communications.

Responsibilities are not limited to those listed above. Additional duties and special projects may be assigned as needed.

Qualifications

Required

• Excellent organizational, multitasking, and time-management skills.
• Strong attention to detail and commitment to accuracy.
• Ability to manage multiple priorities and meet deadlines.
• Excellent written and verbal communication skills.
• Strong follow-through, initiative, and problem‑solving abilities.
• Proficiency in Microsoft Office, including Outlook, Word, and Excel.
• Ability to learn new software and technology.
• Professionalism and discretion when handling confidential information.
• Ability to work independently and collaborate effectively with others.

Preferred

• Experience in office management, administrative coordination, or project management.
• Experience in a CPA firm, law firm, financial services firm, or similar professional environment.
• Familiarity with electronic signature platforms, document management systems, and workflow software.
• Experience with client communications, social media, or email marketing.
• Familiarity with basic government forms and administrative filings.
• Bachelors Degree

Ideal Candidate

We are looking for someone who:

• Takes initiative and anticipates what needs to be done.
• Is highly organized and enjoys improving processes.
• Is comfortable following up with staff and clients.
• Takes ownership of responsibilities and ensures tasks are completed.
• Can prioritize competing demands with minimal supervision.
• Communicates clearly, professionally, and confidently.
• Is adaptable, resourceful, and eager to take on new challenges.

Why Join Our Firm?

This is an opportunity to play an important role in the operations of an established CPA firm. Working directly with firm leadership, you will help improve internal processes, coordinate administrative activities, and contribute to delivering exceptional client service.

We value accountability, initiative, professionalism, and teamwork, and are are committed to providing a supportive, professional work environment where employees are valued and have opportunities to contribute to the firm's continued success.

Compensation & Benefits

We offer a competitive compensation and benefits package, including:

• Annual Salary: $50,000-$70,000, commensurate with experience and qualifications.
• Health Insurance: Employer-sponsored health insurance.
• Paid Vacation: Two Weeks.
• Paid Holidays: 8-9 paid holidays annually.
• Retirement Plan: SIMPLE IRA retirement savings plan 3% match