Office Administrative Assistant

Position: Office Administrative Assistant

Location: Downtown, Honolulu

Work Arrangement: Full-time, on-site presence required

Normal Business Hours: 8:00AM – 5:00PM

Remote: No

Salary Range: $50,000 to $60,000. The final salary offer is contingent upon the candidate’s experience, qualifications, and market and business conditions.

Our CPA network firm located in beautiful Honolulu, HI doesn’t just provide tax services—they build trusted, lasting partnerships through thoughtful, forward-thinking advice. They believe work should be both meaningful and enjoyable, with a culture grounded in optimism, balance, and collaboration.

As an Office Administrative Assistant, you will handle a variety of complex administrative tasks under the supervision of the Administrative Supervisor. You will provide essential support for office operations and the Assurance line of service, manage the physical office space, and ensure a productive and efficient work environment, enabling employees to focus on generating revenue. This role requires significant organizational, client service, supervision, and administrative skills. This position requires full-time, on-site presence, with all duties performed in-person.

Office Administration Support:

• Manage incoming calls, faxes, and other general inquiries.

• Oversee incoming and outgoing mail, ensuring timely sorting, handling, and delivery to the mailbox or post office.

• Coordinate internal and external meetings, including room reservations, sending calendar invitations, and arranging food orders.

• Perform small-scale copying and faxing tasks as required.

• Administer petty cash and distribute funds in compliance with Firm policies.

• Building & Office Facilities Management:

• Serve as the point of contact with building management for access cards, parking, and maintenance requests.

• Communicate updates related to building maintenance, fire drills, and inspections.

• Maintain the cleanliness and organization of the office kitchen space, including starting the daily coffee and posting weekly lunchroom menus.

• Manage the ordering and inventory of office and kitchen supplies.

Assurance Practice Support:

• Coordinate facilities and food arrangements for all audit meetings and functions.

• Assist professional staff with sending audit confirmations via mail, email, and/or DocuSign.

• Prepare, edit, and finalize progress bills.

• Coordinate client meetings and prepare related correspondence.

• Maintain general training documentation and assist with in-house Continuing Professional Education (CPE) administration and certificate processing and distribution.

• Track CPE compliance and CPA licensing status, and generate reports as needed.

Miscellaneous Responsibilities:

• Assist with the management of subscriptions and renewal of individual and corporate memberships.

• Coordinate travel arrangements for professional staff.

• Process requests for Certificates of Insurance for various departments.

• Provide effective backup coverage to other administrative personnel as required.

• Manage multiple tasks efficiently: Demonstrate strong organizational skills to handle various administrative responsibilities and prioritize tasks.

• Communicate clearly and effectively: Exhibit excellent verbal and written communication skills to convey information to employees and clients.

• Solve problems creatively: Identify issues, analyze situations, and develop effective solutions to resolve improve office operations.

• Adapt to changing situations: Demonstrate flexibility and adaptability to respond effectively to unexpected challenges and evolving needs.

• Collaborate with team members: Work effectively with other departments and team members to coordinate office activities, implement initiatives, and support organizational goals.

• Provide excellent employee and client service: Focus on delivering outstanding service to employees and clients, addressing their needs, and enhancing their overall experience.

• Ethical and Professional: Uphold high standards of integrity and confidentiality, adhering to Firm policies and best practices to set a positive example and earn employee trust.

• Proactive and Versatile: Display a readiness to learn new software platforms efficiently and tackle a variety of administrative responsibilities.

• Team Collaboration: Work effectively with other departments and team members to coordinate office activities, implement initiatives, and support organizational goals.

• Technical Competency: Beginner level proficiency in Microsoft Word, Excel, and PowerPoint.

The salary range for this role is $50,000 to $60,000. The final salary offer is contingent upon the candidate’s experience, qualifications, and market and business conditions.

In addition to a rewarding career, we provide a robust benefits package, including:

• Health, Dental, and Vision Insurance (with options for fully paid employee-only coverage for health and dental)

• Company-Paid Life and Long-Term Disability Insurance

• Ancillary Benefits such as supplemental life insurance and short-term disability options

• Classic Safe Harbor 401(k) Plan with employer contributions

• Opportunities for professional growth, learning, and development including
  access to Becker and LinkedIn Learning

The firm also offers a progressive benefits package with unique offerings including unlimited time off, life coaching, and subsidies for cell phones and meals.

Finally, we are committed to fostering a supportive and inclusive workplace where every team member can thrive. Apply today to be part of a company that values its people and their contributions!

Crete Professionals Alliance is an equal opportunity employer, considering all applicants for employment regardless of race, color, religion, sex, gender identity, pregnancy, national origin, ancestry, citizenship, age, marital status, physical disability, sexual orientation, genetic information, or any other characteristic protected by state of federal law.

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