Office Assistant

We are looking for a full-time Office Assistant to join our expanding New York City team. In this on-site role, you will be part of the Shared Services Department and report directly to the Manager of Administration.

Essential Duties and Responsibilities:

A non-inclusive list of duties and responsibilities is outlined below.  This list is only a guideline of what to expect in the position.  New duties and responsibilities may develop as the position and employee evolve, and the job description will change accordingly.  This is a non-exempt position.

 Key Responsibilities include but not limited to:

Administrative Support

• Draft and prepare engagement letters, administrative forms, correspondence and other firm documents.
• Provide administrative support to partners, accountants, managers, and other departments as needed.
• Assist with special projects and firm initiatives.
• Scan, copy, file, and archive records accurately and efficiently.
• Maintain confidential client records and tax documents in both electronic and physical formats.
• Sort, scan, and distribute incoming mail and correspondence to appropriate recipients.
• Prepare and manage outgoing mail, apply postage, and coordinate postal runs as necessary.
• Generate FedEx and certified mail, and package shipments, ensuring timely processing and tracking.
• Assist with post-filing activities, including archiving records and distributing completed tax returns to clients.
• Provide additional support during peak periods, including tax season, to help meet critical deadlines.

Reception Coverage and Office Operations

• Relieve the receptionist daily during lunch to ensure uninterrupted reception coverage.
• Answer and direct incoming phone calls and inquiries, as appropriate.
• Greet clients and visitors professionally and creating a positive experience.
• Schedule conference room and seating reservations, when necessary
• Assist with lunch meeting set up and clean up.
• Coordinate service requests with building management and external vendors when necessary
• Assist with office events, meetings, training sessions, and employee activities.
• Monitor office equipment and arrange maintenance or repairs when necessary.
• Order, maintain, and track office supplies, equipment, and inventory, when necessary
• Maintain a clean, organized, and professional reception area and common spaces.

Skills and Competencies

• Strong organizational and time management skills.
• Excellent verbal and written communication abilities.
• Proficiency in Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint.
• Ability to handle confidential information with discretion and professionalism.
• Strong attention to detail and accuracy.
• Customer-focused mindset with a professional demeanor.
• Ability to prioritize multiple tasks and meet deadlines.
• Experience with document management systems and office technology preferred.

Preferred Attributes

• Positive, proactive attitude.
• Dependable and punctual.
• Strong problem-solving and organizational skills.
• Ability to work independently and collaboratively within a team environment.
• Comfortable working in a deadline-driven accounting environment, particularly during tax season.

Business or Business Casual attire is required at all times.

Qualifications:

Maintains confidentiality in all aspects of position.  Maintains the ability to use grammatical, spelling and punctuation skills effectively.  Must have excellent organizational skills and the ability to multi-task.  Possesses excellent interpersonal skills as well as a cooperative and dependable personality.

• Proficiency in Microsoft Office, specifically Word, Excel and Outlook are required
• Experience with Microsoft Teams is preferred
• Strong organizational and time management skills.
• Excellent verbal and written communication abilities.
• Ability to handle confidential information with discretion and professionalism.
• Strong attention to detail and accuracy.
• Customer-focused mindset with a professional demeanor.
• Ability to prioritize multiple tasks and meet deadlines.
• Experience with document management systems and office technology preferred.
• Experience with GFR is preferred
• Must be able to type a minimum of 35 WPM
• Must be able to sit for extended periods of time 
• Expected workweek is 40 hours, 8:30am-5:00pm or 9:00am-5:30pm Monday through Friday
• Vacation blackouts exist from Feb. 15th – April 15th, and Sept. 1st – Oct. 15th

Comprehensive Benefits Package includes:

• Top Tier Health, Dental, & Vision Plans
• Flexible Spending Account (FSA) and Health Savings Accounts (HSA)
• Medical and Dependent Care
• Life and Voluntary Life Insurance
• Short and Long -Term Disability Insurance
• 401k plan with matching contribution
• Defined Contribution Plan (profit sharing)
• Customized Work Arrangements
• Floating Holidays and Volunteer PTO
• Unlimited PTO for Managers and Above
• Referral Bonus Program
• Tuition Reimbursement for Advanced Degree
• Healthy Living Reimbursement Program
• Health & Wellness App Subscription
• CPA & EA reimbursement for study materials and exam
• AICPA and CPA State Society membership reimbursement for Managers and above
• OnDemand access to industry leading CPE courses
• Summer Fridays at 1pm

Applicants must be authorized to work in the United States without the need for employment‑based visa sponsorship now or in the future. SAX does not sponsor applicants for U.S. work visa status for this position or for any future positions.

SAX Advisory Group, LLC is an equal opportunity employer and encourages candidates from all backgrounds to apply. We value diversity and inclusion in our workplace.