Administrative Assistant

Sensiba is always looking for top talent to add to our integrated team. We have an exciting opportunity for a Administrative Assistant to join our Tax team. If you're looking for an organization that offers an inclusive environment, uses business as a force for good, and supports you and your family with flexible work options and attractive benefits, take the first step toward joining the Sensiba team!

Named a Top 100 Accounting Firm and Top Workplace USA, we're recognized for exceptional employee engagement and dedication in helping our clients solve problems, navigate complexity, and build a foundation for sustainable growth.

In 2018, we became a certified B Corporation (B Corp ). The B Corp certification distinguishes companies that use the power of business to solve social and environmental problems. It helps us better assess how our core values align with our daily operations and identify where we can improve.

Summary:

Sensiba is actively seeking an Administrative Assistant to work in a dynamic, fast-paced and innovative client service environment. The right person for this position must possess creativity, adaptability, thoughtfulness; the ability to think on one's feet, and above all, a dedication and passion for superior client service and teamwork. As a Tax Administrative Assistant, you will provide administrative and billing support to our tax professionals, including partners, managers, and staff. You will assist with a variety of administrative tasks, such as document preparation, client communications, and general office tasks. You will play a vital role in maintaining organized tax files, scheduling client meetings, and managing correspondence to ensure timely and accurate tax filings. You will be responsible for maintaining customer accounting records and relationships with internal professionals and clients to create and send invoices and ensure the collection of payments. Your strong organizational skills and attention to detail will contribute to the success of our tax team and the satisfaction of our clients.

Job Responsibilities:

Meeting, Calendar, and Engagement Team Coordination:

• Schedule appointments and arrange teleconferences with minimal to no supervision
• Manage multiple calendars and assist with executive management meetings, conferences, conference calls, firm events and other types of meetings, with minimal or no supervision
• Plan and coordinate internal and external meetings; administration including coordination of calendars, reserving appropriate meeting location, facility set-up, meeting materials preparation, attendance confirmations, coordination of refreshments/meals, note-taking at meetings (as needed), and post-meeting facility check/clean-up (Bay Area travel when necessary)
• Project tracking, including setting up and maintaining a calendar of critical dates, events and personnel for each engagement
• Participate in committee meetings and planning company events as required

Business Development:

• Enhance the success of key executives by "thinking outside the box" and proactively seeking ways and means to support the team
• Pursue new and different requests; exploring opportunities to add value
• Complete projects and special assignments by establishing objectives; determine priorities, manage time, gain cooperation and buy-in of others, monitor progress, applying sound problem-solving skills and making adjustments to plans when needed
• Complete 20 Hours of Continuing Professional Education annually

Communication and Outreach:

• Maintain contacts, including periodic updates and ensuring the accuracy of contact information for each executive's contacts in both Outlook and our CRM system
• Follow up on contacts and support the cultivation of ongoing relationships
• Prepare and track proposals and engagement letters, including proactive contact of team members to facilitate follow-up if needed

General Administrative and Billing Support:

• Assemble extensions and tax returns, quarterly projections, agency response letters and misc. tax forms
• Compile, enter, and receive approved billing information for client invoices by Manager/Partner staff
• Prepare monthly expense reports
• Provide back-up support to other administrative team members during absences or high volume workload periods or as otherwise needed
• Other projects and administrative duties as required or as assigned
• Screen/handle incoming calls and emails, proactively and professionally address office matters, and escalate time-sensitive issues to Partners as needed; monitor and respond to occasional weekend emails as needed
• Mentor and train less experienced staff
• Organize and Scan sensitive information
• Preparing invoices, posting cash receipts, processing payments, and assisting internal and external stakeholders with informational requests

Qualifications:

• High School Diploma or GED required
• Minimum 1-2 years of relevant work experience required
• Professional Service industry (i.e., CPA firm or Legal) preferred
• Excellent MS Outlook, Word, Excel, PowerPoint, Windows Explorer and Internet research skills
• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
• Very strong interpersonal skills and the ability to build relationships with stakeholders, including Partners, Staff and other administrative team members
• Courteous and professional written and verbal communication skills
• Demonstrated proactive approach to problem-solving with strong decision-making capability
• Highly resourceful team-player, with the ability to be extremely effective while working independently
• Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced, high-pressure, and deadline driven environment
• Ability to maintain confidentiality and handle sensitive information with discretion
• Forward-looking thinker, who proactively seeks opportunities and proposes solutions
• Strong client service skills
• Professional and positive demeanor and approach
• Previous experience supporting multiple individuals with the ability to multi-task and identify priorities
• Ability to efficiently work both collaboratively and independently in an in-office environment
• Ability to work overtime when needed, including weekends during busy season

There are many reasons to join the Sensiba team: generous benefits, competitive compensation, professional advancement opportunities, and above all - our people. If you're looking for an environment that offers you growth, success, and professionalism without compromising your family, passions, and life outside of work, apply today!

Sensiba LLP is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, sexual orientation, gender identity, or any other characteristic protected by law.

Sensiba LLP complies with federal and state disability laws and makes reasonable accommodations for applicants and employees with disabilities. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact us at talent@sensiba.com.

Certain states require employers to disclose the pay range in job postings. This position may be eligible for an annual discretionary bonus. For more information about our benefit offerings and other total rewards, contact our human resources team.

Compensation Range: $26.00/hour *

*Compensation may vary based on skills, role, and location