Job Description

Job Summary:

An Administrative Assistant is charged with providing clerical support to assigned department by using administrative systems, procedures and policies and monitoring and completing various administrative projects. In this capacity, the Administrative Assistant will be charged with supplying administrative support to assigned management members, including but not limited to the creation of proposals and presentations in accordance with BDO standards.

Job Duties:

Schedules and coordinates meetings for partners, and management team for multiple locations within the region
Produces metric reports and charting based on minor analysis and data provided
Drafts and proofs engagement letters to clients
Processes, assembles and sends tax returns and financial statements to clients
Performs a variety of coordinator duties, which may be complex and confidential
Greets candidates and clients, answers telephones, take messages, and responds to general questions regarding the work of the department
Coordinates international and domestic travel arrangements, including but not limited to  travel itineraries, agendas, visas, passports, documentation for foreign travel, and expense reports
Manages mail with attention to due dates and actions required
Produces a variety of materials including but not limited to letters, memoranda, interoffice communications, confidential presentations and reports
Attends meetings and conferences, as required, and takes meeting notes; assists in conference and meeting management
Provides reception and office services relief, as needed, which includes but is not limited to sorting mail, filing, and stocking kitchens
Scans and saves workpapers submitted by clients
Manages and monitors GoFileRoom 
Assists Office Administrator with obtaining coding and approval for vendor invoices
Processes and mails client invoices
Works with management to set up client billings 
Participates in proposal and presentation preparation and processing from RFP review and engagement team planning to production of proposal materials through oral presentation deliverables 

Leverages appropriate firm tools, templates and resources so that deliverables  accurately reflect the firm’s corporate visual identity
Gathers content on prospective clients and current firm credentials from key contributors
Edits, produces and distributes final deliverables

Maintains Business Development contact lists 
Prioritizes and works independently or with minimal supervision
Other duties as required; may include but are not limited to assisting management with a variety of administrative tasks

Qualifications, Knowledge, Skills & Abilities:

Education:

High School Diploma, GED or equivalent, required
Bachelor’s degree, preferred

Experience:

Three (3) or more years of administrative experience, required
Professional services firm experience, preferred

License/Certifications:

N/A

Software:

Advanced level of proficiency in Microsoft Office Suite, required
Experience with PeopleSoft Financials, preferred

Language:

N/A

Other Knowledge, Skills & Abilities:

Ability to work in a deadline-driven environment and handle multiple projects / tasks with an attention to detail
Advanced or expert in computer skills:  Word, Excel, Outlook, PowerPoint.  Experience in Peoplesoft database recommended 
Excellent written and verbal communication skills including superior grammar, spelling, and punctuation that enable the incumbent to work with top level management and other executive level clients.
Possesses superior customer service skills. Displays independent judgment, finesse and diplomacy in all situations 
Consistently seeks to improve processes
Excellent organizational skills and detail oriented that enable efficient and effective multi-tasking
Capable of managing highly confidential information
Ability to work well with all levels of management as well as outside external clients 
Team player who is willing to help out as needed