Administrative Assistant - New York


: $69,020.00 - $105,470.00 /year *

Employment Type

: Full-Time


: Administrative/Clerical

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The Administrative Assistant will be responsible for performing office support activities for multiple Partners and Firm Staff which will include, but is not limited to, implementing administrative systems, procedures, and policies, and monitoring administrative projects. This individual will represent the firm in a professional manner and will be committed to the success of the business. They will be forward thinking, progressive, self-starting, respectful, strive for excellence, possess integrity, and support our innovative and entrepreneurial spirit. This individual will also be required to greet office guests and visitors as the first contact from the Firm.


  • Assist the Office Managing Partner (OMP) with his/her daily/weekly schedules; Work with the OMP to determine high priority items on a weekly basis; Anticipate the needs of the OMP relative to internal meetings; Be cognizant of OMP commitments, schedule, and deadlines at all times
  • Record OMP time and expense reimbursements in STAR
  • Support assigned Partner(s) as necessary with time and expense entry, travel arrangements, calendar, scheduling, billing, sales reports, margin reports, and other needs as requested
  • Assist in the preparation, proofreading, editing, and processing of documents including, but not limited to, proposals, correspondence, financial statements, client related correspondence in order to produce error-free work
  • Professionally and effectively handle communications with internal personnel as well as external clients both via phone or in person
  • Coordinate logistics for meetings and conference calls and communicate details accordingly
  • Process client tax returns and mailings as necessary
  • Enter, transcribe, record, store, and/or maintain information in written or electronic form
  • Promptly and professionally answer/route incoming phone calls using a multi-line telephone system
  • Consistently be present, electronically or in person, at the front desk in order to greet visitors promptly and professionally, directing visitors to nearby coat closet, offer refreshments, etc.
  • Proactively help to arrange for alternative front desk coverage with Office Manager and/or other administrative staff during anticipated absences, i.e. breaks, Paid Time Off
  • Maintain an attractive reception area and office and ensure they are kept neat and organized at all times
  • Know the whereabouts of all personnel using firm intranet software, staff calendars
  • Promptly relay messages to out-of-office staff members using voice mail and/or email
  • Assist other administrative staff with overflow typing, mailing projects, and other tasks as required
  • Maintain Microsoft technology skills and other software skills necessary to function at peak efficiency, participating in training programs as required
  • Assist in other administrative areas as needed
  • Receive tax information provided by clients via mail and log into internal tracking software
  • Promptly sort incoming mail; Prepare outgoing mail, FedEx, UPS, etc.
  • Arrange for courier pick-ups and handle deliveries as required
  • Take Minutes of meetings as requested, providing written copies as needed
  • Print materials for internal trainings, meetings. etc.
  • Cross-train and learn others administrative responsibilities to provide backup assistance as needed
  • Adhere to the highest degree of professional standards and strict client/firm confidentiality

Job Requirements:

  • Ability to work standard office hours of Monday through Friday from 8:30 a.m. to 5:30 p.m. (40 hours) inclusive of a one-hour lunch period and two 15-minute breaks each day (morning/afternoon)
  • Ability to work alternative hours during summer hours Monday through Thursday 8:30 am to 5:30 pm and Friday 8:30 am till Noon (36 hours)
  • Punctuality and dependability towards standard and summer working hours
  • Ability to work occasional overtime during busy season (approx. January 15 through April 15) or other necessary timeframe
  • Professional appearance, properly following prescribed firm dress code requirements
  • Enthusiasm
  • Self-motivation
  • Efficiency
  • Strict adherence to confidentiality
  • Ability to work cohesively in a team environment
  • Use independent judgment in completing activities and in the resolution of administrative problems
  • Understand and comply with Firm s Employee Handbook, core values, mission, and vision
  • Position requires sitting in a normal seated position for extended periods of time
  • Requires repetitive reaching/retracting of arms/hands in multiple directions
  • Requires finger dexterity in operation of telephone/computer equipment, numeric pad, keyboard
  • Occasional lifting (of not more than 25 lbs.) and other physical tasks associated with carrying out certain job responsibilities


  • Minimum 3+ years'' of relevant experience
  • Associate Degree or HS diploma with equivalent work experience
  • Expertise in Microsoft Office software inclusive of Outlook, Word, PowerPoint and Excel
  • Superior level of accuracy in work and attention to detail
  • Proficient in operation of standard office equipment inclusive of computers, printers, copier/scanners, fax machine, multi-line phone system, and postage meter
  • Proficient in general office procedures including filing, professional telephone etiquette, as well as grammar usage, spelling, punctuation, and proofing of work product
  • Ability to quickly learn new software and/or tasks
  • Ability to consistently exhibit positive interpersonal skills with both internal personnel and external clients/visitors
  • Strong customer service skills are essential
  • Strong verbal and interpersonal skills
  • Excellent time management skills, including planning and prioritizing
  • Ability to multi-task, take direction, but also work independently

Hours Of Operation

  • This is a full-time position in New York, NY
  • Our office hours are 8:30 a.m. to 5:30 p.m. Monday through Friday
  • Our summer hours are 8:30 a.m. to 5:30 p.m. Monday through Thursday and 8:30 a.m. to noon on Friday

In the fast-changing accounting industry, The Bonadio Group is always on the cutting edge of growth and innovation. Top-rated employee policies keep our workforce energized and advancing, and because of our many teams and specialty services, we offer more paths to partnership, including non-traditional arrangements. Add to that our robust training and mentoring programs, and the opportunities for growth really add up. Truly, at Bonadio, your trajectory is limitless. We are the nation s 38th largest CPA and consulting firm, and the biggest in Upstate New York. Get on board, grow with us, and find your path to partnership. Apply today!

We are an Equal Opportunity/Affirmative Action Employer

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* The salary listed in the header is an estimate based on salary data for similar jobs in the same area. Salary or compensation data found in the job description is accurate.

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