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 youre 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 were 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 fastpaced and innovative client service environment. The right person for this position must possess creativity adaptability thoughtfulness; the ability to think on ones feet and above all a dedication and passion for superior client service and teamwork. As a Tax Administrative Assistant you will provide administrative 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. Your strong organizational skills and attention to detail will contribute to the success of our tax team and the satisfaction of our clients.

*** This is a temporary role lasting from the start date through November 1st with the potential for a future regular full time role. ***

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 setup meeting materials preparation attendance confirmations coordination of refreshments/meals notetaking at meetings (as needed) and postmeeting facility check/cleanup (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 buyin of others monitor progress applying sound problemsolving 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 executives 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 followup 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 backup 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 timesensitive 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 12 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 problemsolving with strong decisionmaking capability
• Highly resourceful teamplayer with the ability to be extremely effective while working independently
• Demonstrated ability to achieve high performance goals and meet deadlines in a fastpaced highpressure and deadline driven environment
• Ability to maintain confidentiality and handle sensitive information with discretion
• Forwardlooking 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 multitask and identify priorities
• Ability to efficiently work both collaboratively and independently in an inoffice 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 youre looking for an environment that offers you growth success and professionalism without compromising your family passions and life outside of work apply today!

Sensiba has a robust offering of benefits including:

• Medical dental vision
• Generous PTO plan and paid sick time
• Flexible work arrangements
• 401K with company match
• Discretionary performance bonus
• Business referral incentive pay
• Sabbatical leave
• 11 paid holidays

For individuals based in San Francisco consistent with the SF Fair Chance Ordinance an arrest and conviction record will not automatically disqualify a qualified applicant from consideration.

For individuals who would be working within the City of Los Angeles Sensiba will consider for employment all qualified applicants including those with criminal histories in a manner consistent with the requirements of applicable state and local laws including the City of Los Angeles Fair Chance Initiative for Hiring Ordinance.

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.