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Administrative Assistant - Operations

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HCVT

2mo ago

  • Job
    Full-time
    Senior & Expert Level
  • People, HR & Administration
    Business, Operations & Strategy
  • Pasadena, +1
  • Quick Apply

AI generated summary

  • You need a Bachelor’s degree, 5-10 years in a similar role, proficiency in MS 365, strong organizational and communication skills, and the ability to collaborate in a fast-paced environment.
  • You will draft documents, schedule meetings, manage calendars, track projects, handle sensitive info, support team members, maintain supplies, process invoices, and organize digital files.

Requirements

  • Bachelor’s Degree or equivalent experience
  • 5-10 years of experience in a similar role
  • Previous work experience at a professional services firm (accounting, law firm, etc.) is a plus
  • Proficient in MS 365 Applications (particularly Word, Excel, and Outlook)
  • Excellent organizational skills - must be meticulous and able to produce accurate results
  • Demonstrate sound professional judgment, problem-solving, and critical thinking skills
  • Ability to manage multiple tasks in a fast-paced environment
  • Strong written and verbal communication and comprehension skills
  • Initiative-taker and works well within a group setting
  • Collaborator who keeps the interest of the team and firm first
  • Excellent people skills/customer service orientation

Responsibilities

  • Draft emails, reports, and documents as instructed
  • Schedule meetings, maintain calendars, take minutes, and summarize key points and action items
  • Follow-up with key personnel and provide regular updates
  • Coordinate logistics of in-person meetings and events
  • Create templates in Word, Excel, PowerPoint, and Adobe
  • Update project lists and spreadsheets and maintain databases
  • Assist in tracking project timelines and deliverables, ensuring stakeholders stay on top of key initiatives
  • Handle sensitive information with high-level discretion, maintaining confidentiality on organizational matters
  • Provide administrative support to other team members as needed
  • Order and maintain inventory of firm supplies
  • Allocation of invoices and accounts payable processing
  • Create surveys, track responses, and summarize results
  • Digital filing and organization

FAQs

What is the work environment like for the Administrative Assistant position?

The Administrative Assistant position operates in a hybrid work model, requiring employees to work a minimum of three days a week in the office, with a strong preference for Tuesday to Thursday.

What kind of support does the Administrative Assistant provide?

The Administrative Assistant supports both the Chief Operating Officer and the Chief Talent and Development Officer, assisting with various projects that impact the firm's business performance and people operations.

What are the primary responsibilities of the Administrative Assistant?

Responsibilities include communication and documentation, event and meeting coordination, project and data management, administrative support, and survey and filing tasks.

What qualifications are needed for this role?

Candidates should have a Bachelor's Degree or equivalent experience, as well as 5-10 years of experience in a similar role, preferably in a professional services firm.

What technical skills are required for this position?

Proficiency in MS 365 applications, particularly Word, Excel, and Outlook, is required for this role.

Is prior experience in a professional services firm important for this position?

Yes, previous work experience in a professional services firm such as an accounting or law firm is considered a plus for this position.

What personal qualities are important for success in this role?

Ideal candidates should possess excellent organizational skills, sound professional judgment, problem-solving abilities, strong communication skills, and a collaborative spirit.

What is the salary range for the Administrative Assistant position?

The salary range for this position is estimated to be between $65,000 and $85,000, plus overtime, depending on various factors including skills, experience, and organizational needs.

How does HCVT invest in employee development?

HCVT makes significant investments in training and provides intellectually stimulating client engagements, helping employees develop their skills to advance in their careers.

How is confidentiality handled in this role?

The Administrative Assistant is expected to handle sensitive information with high-level discretion, maintaining confidentiality on all organizational matters.

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HCVT

Connecting clients with solutions.

Accounting
Industry
501-1000
Employees
1991
Founded Year

Mission & Purpose

We are a Top 30 CPA firm headquartered in Los Angeles, providing tax, audit and assurance, business management, mergers & acquisition, and valuation advisory services to clients across a wide variety of industries. Our engagement teams are business-focused, and our business model is built on partner access and advice. We have been recognized by Inside Public Accounting as one of the “Best of the Best” firms for a record 17 consecutive years, validating we do the right things for our people, our clients, and our communities. With a team of over 700 members operating from nine offices throughout California, and offices in Arizona, Texas, and Utah, we have the scale and bench strength to meet your needs—whether a business, nonprofit organization or a high net worth individual. We are known in the marketplace as a firm with deep technical skills addressing the most complex tax issues associated with partnerships and pass-through entities. Clarifying and resolving complex issues is what we do. How we do it is what sets us apart from other CPA firms.