Office Administrative Assistant

Summary

The Office Administrative Assistant serves as the first point of contact for clients and visitors, delivering a professional and welcoming experience both in person and over the phone. This role provides essential administrative and operational support to the accounting departments, including tax processing, document management, and general office coordination.

We are a collaborative, people-focused firm that values teamwork, reliability, and a positive workplace experience. The ideal candidate is organized, dependable, and client-focused, with a willingness to support both team members and clients in a fast-paced professional services environment.

What sets HTB Apart?

• Generous Time-Off - Enjoy paid vacation, sick leave, holidays, & early summer Fridays that support a healthy work-life balance
• Comprehensive Benefits - Our full benefits package includes medical, dental, vision, & supplemental insurance along with 401(k) retirement plan options
• Growth-Focused Culture - Take advantage of our internal Pathways Development Program designed to guide your career at every stage
• Employee Communities - Build relationships with your peers through our Young Professionals Organization (YoPreaux) & Women's Initiative Network (WIN)

Primary Responsibilities

• Welcome clients and visitors in a professional and friendly manner
• Answer and direct incoming telephone calls and inquiries
• Schedule client appointments and assist with coordinating staff calendars
• Assist with front desk phone coverage and other duties as assigned
• Serve as a liaison between office leadership and team members to support communication and coordination
• Assist team members with correspondence, reports, and day-to-day administrative needs
• Perform general administrative duties including scanning, filing, data entry, and document management
• Maintain confidentiality and security of sensitive client and firm information
• Handle incoming and outgoing mail, including certified mail
• Maintain petty cash and track postage usage
• Assist production departments with confirmations and administrative requests
• Process, scan, and organize client tax documents
• Receive and log tax returns into XCM and track their progress
• Maintain digital files for Tax, Audit, CAAS, and other production departments
• Prepare shipments, mailing labels, and ensure timely delivery of returns
• Serve as backup support to the Tax Processor as needed
• Receive client payments, prepare deposits, and perform daily bank runs
• Maintain office inventory, including supplies for file room, kitchen, and restrooms
• Request and restock supplies (paper, toner, postage, etc.) as needed
• Coordinate office errands, meals, and facility needs, with additional support for firm events as needed
• Maintain a clean, organized, and presentable reception area
• Partner with operations staff to assist with organizing workstations for new hires, including desks, supplies, and general office readiness

Education, Experience + Certifications

• High school diploma or equivalent required
• 2+ years receptionist, administrative assistant, or similar office support role preferred
• Proficient in Microsoft Office (Teams, Outlook, Word, Excel) and able to learn new software quickly
• Experience in a professional services environment is a plus