Senior Administrator, RFH Outsourcing

Responsibilities:

Executive & Operational Support:

Provide support to multiple partners and directors; work independently, proactively manage workloads, and track project timelines

Plan and coordinate various meetings and departmental events (virtual and in-person), including invitations, space reservations, catering/food service, hotel accommodations, and ground transportation

Handle sensitive and confidential business matters with discretion; support special projects and process improvements as assigned

Collaborate closely with other administrative assistants to coordinate coverage and complete shared projects

Client & Engagement Support:

Serve as a liaison between executives, internal teams, clients, and external stakeholders; build and maintain strong client/vendor relationships and deliver exceptional service

Prepare, edit, and track engagement letters with accuracy and attention to detail

Complete client setup forms for new clients and engagements

Utilize CRM tool (HubSpot) to manage prospects and leads efficiently

Tax & Compliance Operations:

Proofread and prepare client and agency correspondence, including response letters to the IRS and other tax authorities

Maintain due-date tracking and reporting to ensure timely responses and filings with the IRS and other tax authorities

Coordinate receipt of signed e-file authorizations and follow up to obtain missing forms required for e-filing

Support tax return delivery when not handled by the centralized delivery team

Reporting, Data & Records Management:

Create, revise, and design PowerPoint presentations for various purposes

Generate and analyze reports using various programs; build Excel reports using intermediate formulas, charts, and graphs

Perform data management, maintenance, and cleanup across department applications and trackers

Scan, organize, and file client documents; consolidate records to maintain orderly digital and physical files

Other Responsibilities:

Act as a change agent for implementing new processes within the department and guide team members accordingly

Assist with office administrative functions/events/front office coverage

Perform additional duties and ad-hoc tasks as assigned to support team and executive objectives

Qualifications:

High school diploma or equivalent; additional certification in office management is a plus
Proven experience as an administrative assistant or relevant administrative role (required)
Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) (required)
Previous experience in a similar role within the financial, legal, or professional services industry (preferred)
Familiarity with tax-related processes and procedures (preferred)
Familiarity with CRM tools, preferably HubSpot (preferred)
Familiarity with CCH Axcess, CaseWare, and CCH Workflow (preferred)
Strong interpersonal and communication skills, both written and verbal
Discretion and confidentiality when handling sensitive information
Detail-oriented with a commitment to accuracy
Exceptional organizational skills with the ability to manage multiple priorities and meet deadlines
Ability to multitask and prioritize tasks effectively
Proactive and able to anticipate the needs of the executives
Ability to adapt to changing priorities
Ability to work independently and as part of a team
Ability to work in a fast-paced environment
Ability to always maintain a high level of professionalism
Consistently demonstrates high-quality work and strong working relationships
Ability to work a flexible schedule and overtime as needed