Temporary Administrative Assistant

Navolio & Tallman LLP; Walnut Creek (CA); On-site; USD 55,000 - 68,000; Full time

Job summary

Navolio & Tallman LLP in Walnut Creek, CA is seeking an Administrative Assistant with 2+ years in a professional services setting. The role includes handling client documents, onboarding, billing support, and maintaining databases in a fast-paced office.

The position emphasizes professionalism, accuracy, and collaboration across teams. Candidates should be proficient in Excel, Word, and DocuSign, with strong organizational and communication skills to manage multiple priorities effectively.

Qualifications

• 2+ years of administrative experience in a professional services or accounting firm preferred.
• Advanced Microsoft Excel skills, including formulas, pivot tables, and data analysis; strong Word and DocuSign proficiency.
• Familiarity with time entry systems, billing platforms, and client portals.
• Excellent organizational and multitasking abilities, with keen attention to detail and strong communication skills.
• Ability to manage multiple priorities and deadlines with professionalism.

Responsibilities

• Prepare, manage, and distribute client documents and communications with personalization and proper recordkeeping.
• Maintain and manage client databases, reviewing records for completeness and up-to-date information.
• Assist with client onboarding by collecting documents and setting up records in firm systems.
• Prepare and review tax and audit/assurance assemblies for accuracy.
• Administer client e-file submissions, monitor status, and maintain complete records.

Skills

Advanced Excel

Multitasking

Communication

Attention to detail

Time management

Tools

Word

DocuSign

Billing platforms

Client portals

Time entry systems

Job description

We are looking for an Administrative Assistant with over 2 years of experience for our Walnut Creek, CA office, particularly one who understands the importance of professionalism, technical excellence, and commitment to the highest standards. When you work with us, you will have the opportunity to make an impact.

We offer state of the art equipment and firm events that help our staff foster personal connections with all their coworkers and promote collaboration in the workplace. We firmly believe that the success of our firm is directly dependent on the success of our people, which is why we strive to cultivate an engaging environment that exemplifies our firm values. We have even been named Accounting Today’s “Top 100 Best Accounting Firms to Work for” for multiple years and was also ranked 9th in the entire nation by Accounting Today’s “Best Firm for Women to Work For” for 2022!

Job Type

Temporary

Work Environment

• 5 days per week in our Walnut Creek office
• Dynamic with frequent collaboration with team members and stakeholders
• Requires a high degree of urgency in completing tasks and assignments
• Embraces and encourages ongoing change and improvement

Position Responsibilities

• Prepare, manage, and distribute client documents and communications efficiently, ensuring personalization, accurate tracking and proper recordkeeping
• Maintain and manage client databases, reviewing records for completeness and up-to-date information
• Assist with client onboarding by collecting and reviewing documents, setting up records in firm systems, and completing required approvals
• Prepare and review tax and audit/assurance assemblies for accuracy
• Administer client e-file submissions, monitor status, and maintain complete records, as needed
• Coordinate outsourcing by preparing and sending client documents to external teams, tracking progress and completed work
• Assist on billing, as needed
• Perform additional responsibilities, including overflow work, special projects, and operational tasks, to support administrative and accounting functions and facilitate smooth firm operations
• Train new team members in administrative processes, as needed

Requirements

• 2+ years of administrative experience in a professional services or accounting firm preferred
• Experience with professional services or firm management software is a plus; candidates should be able to quickly adapt to new tools and systems
• Advanced Microsoft Excel skills, including formulas, pivot tables, and data analysis as well as strong proficiency in Word and DocuSign
• Familiarity with time entry systems, billing platforms, and client portals
• Excellent organizational and multitasking abilities, strong communication skills, with keen attention to detail
• Ability to manage multiple priorities and deadlines with accuracy and professionalism

Salary Description

55,000.00 - 68,000.00