Executive Assistant

Greenstein, Rogoff, Olsen & Co. is seeking a full-time Executive Assistant with excellent computer, communication and organizational skills. The Executive Assistant provides diversified secretarial and administrative support to client, to high level manager(s) and other key tax department personnel; coordinates deadlines, handles project coordination, monitoring and completion; coordinates travel arrangements and reservations; records and distributes meeting minutes; and greets and directs visitors professionally and respectfully. Must have the ability to work quickly, yet maintain a high level of accuracy. CPA Firm experience is a plus.

Responsibilities Include

• Work with the preparation of reports including statistical typing, formatting and editing.
• Also work with the preparation of memorandums and all other correspondence from the draft stage to client-ready work.
• Act as a liaison between senior management and clients/colleagues to facilitate work and accomplish objectives in a collaborative effort.
• Coordinate meetings and make arrangements for conferences, meetings and events.
• Utilize expert knowledge of firm standard technical equipment, including MS Word, Excel, time and billing (CPAS) and other relevant software.
• Schedule appointments and confirm changes or delays; Assist with travel arrangements.
• Assist with event coordination.
• Ordering departmental supplies.
• Manage time and billing functions.
• Manage voicemail.
• Maintain client database for staff assigned.
• Departmental training on various admin items (time entry, travel, project plans and checklist requirements, client recaps).
• Maintain client binders for proper documentation.
• Develop and implement departmental processes.
• Other general administrative duties.

Qualifications / Requirements

• 5-7 years of executive assistant experience.
• Bachelor's degree is a must.
• CPA Firm related experience is a plus.
• Initiative and a strong customer service focus.
• Effective interpersonal and communication skills and the ability to interface with personnel at all levels, both verbally and in writing.
• The ability to meet new challenges with an open mind and an optimistic response.
• The ability to effectively manage/coordinate simultaneous projects, and successfully prioritize multiple tasks with good judgment.
• Unwavering attention to detail, and adherence to the firm's values and principles.
• Expert skills in MS Word, Excel, Powerpoint and Outlook.
• Availability for overtime, as needed.
• An excellent attendance and punctuality record.
• Detail oriented.
• Great organization skills - individually and for your departments.
• Client relationship and management skills.
• Ability to direct staff as needed.

About Our Company

Established in 1964, Greenstein, Rogoff, Olsen & Co., LLP consistently ranks as one of the top accounting firms in the San Francisco Bay Area with offices in Fremont, Palo Alto and San Francisco. Primary services include income tax planning, income tax preparation, strategic business consulting, business valuations, bill paying, estate planning, estate administration, trustee services and financial statement preparation. We are an Equal Opportunity Employer with a strong commitment to supporting and retaining a diverse and talented workforce.

We thank all who express interest in this opportunity; however only those selected for an interview will be contacted.

Next Steps

Interested candidates are urged to draft a letter to the attention of Alan Olsen indicating why you feel you are the best candidate for the position. Additionally, email your resumes to Grant Jackson.