On-Site Executive Assistant & Office Operations Lead

H.T. Prof Executive Search; Philadelphia, Northern (Philadelphia County, KY); Hybrid; USD 55,000 - 75,000; Full time

Job summary

HTprof in Philadelphia seeks an Office Manager / Executive Assistant to provide high-level administrative and client coordination support to partners and staff in a fast-paced accounting environment.

The role is full-time, on-site in Olde Kensington, requiring five days per week in the office, with responsibilities spanning administrative support, office operations, client communications, and document management.

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.
• Exceptional attention to detail and follow-through.
• Ability to work independently while contributing to a collaborative team environment.

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

Administrative experience

Communication skills

Organizational skills

Attention to detail

Independent working

Professional demeanor

MS Office Suite

On-site in Philadelphia

Tools

QuickBooks Online

Job description

HTprof in Philadelphia seeks an Office Manager / Executive Assistant to provide high-level administrative and client coordination support to partners and staff in a fast-paced accounting environment.

The role is full-time, on-site in Olde Kensington, requiring five days per week in the office, with responsibilities spanning administrative support, office operations, client communications, and document management.