Administrative Assistant, Firm Operations (52600)

Citrin Cooperman offers a dynamic work environment, fostering professional growth and collaboration. We’re continuously seeking talented individuals who bring a problem-solving mindset, fresh perspectives, and sharp technical expertise. We know you have choices, so our team of collaborative, innovative professionals are ready to support your professional development. At Citrin Cooperman, we offer competitive compensation and benefits and most importantly, the flexibility to manage your personal and professional life to focus on what matters most to you!

We are seeking an Administrative Assistant to join our Firm Operations team within the Administrative Support department. They’re responsible for assisting in all aspects of office conditions, ensuring workflow, fostering the CC culture, and providing operational support for the Office Manager (OM) and Regional Office Director (OD).

Responsibilities are, but not limited to:

• Maintain front office operations by providing reception desk coverage, managing incoming telephone calls, directing inquiries, and ensuring a professional and welcoming experience for visitors.
• Maintain clean and welcoming general office conditions for guests and team members.
• Lead event planning and execution efforts, coordinating cross-functional teams, external vendors, and event logistics to successfully support organizational goals and engagement initiatives.
• Handle incoming mail by opening, scanning, and distributing it, as well as prepare outgoing mail with familiarity of various delivery methods including but not limited to US mail, international mail, UPS, FedEx, and certified mail.
• Assist the OM with arranging client or in-house meetings for Partners and staff, managing hoteling spaces, communicating event details, ordering meals, coordinating office events, and setting up/breaking down conference rooms.
• Communicate common office inventory usage and replenishment needs to the OM.
• Monitor and manage pooled administration mailboxes.
• Manage client data updates by assisting with and maintaining Dynamics and STAR Practice Management databases.
• Provide supplemental administrative and operational support to Tax Operations during peak periods to help ensure seamless workflow and timely completion of deliverables.
• Leverage AI-powered tools and technologies to improve operational efficiency, streamline workflows, enhance productivity, and support data-driven decision-making across business functions.
• Assist with new client onboarding procedures.
• Assist with ad-hoc projects (as needed).
• Be familiar with tax department processes, workflow, software and applications (Axcess Tax, CCH Workflow, CCH Document, SafeSend, Avalara, etc.) (preferred).
• Be familiar with collating and e-filing of tax returns, extensions and information returns (W-2, 1099, 1042S) (preferred).
• Understand Tax, Advisory and Audit engagement letter/MSA/SOW/7216 compliance and associated workflows (preferred).

The ideal candidate must:

• Have 2+ years of administrative experience (professional services environment preferred).
• Be tech-savvy with proficiency in Microsoft Office and expertise in Excel functions including but not limited to tables, formulas, and formatting.
• Be a team player with the ability to multi-task and pay strong attention to detail.
• Possess strong organizational skills, including but not limited to verbal and written communication skills.
• Work overtime and weekends (as needed) during the spring and fall tax busy season (January 1 through April 15 and August 15 through October 15).
• In-office requirement based on specific office location.