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Office Manager & Executive Assistant

R.D. Barnett

Job Location:

Seattle, WA - USA

Monthly Salary: Not provided by the employer

Posted: 14 August 2026 (13 hours ago)

Application Deadline: 11 November 2026

Vacancies: 1 Vacancy

Job Summary

Office Manager & Executive Assistant
The on-site anchor who keeps our office leaders and daily experience running smoothly.

Position: Full-time non-exempt 40 hours/week Monday-Friday 8am-5pmPST	Work arrangement: On-site at the firm office located in Seattles Wallingford neighborhood.
Team: Administrative Operations	Pay: $22/hour Overtime requires prior approval

About R.D. Barnett PLLC

R.D. Barnett PLLC is a growing accounting tax and advisory firm. Accounting tax and advisory services are the heart of our business but relationships are our lifeblood. We listen ask questions customize solutions and care about outcomes. We are also a technology-forward firm that uses modern systems automation and AI tools to improve the client and employee experience.

Position Overview

The Office Manager & Executive Assistant is the daily on-site anchor for R.D. Barnett PLLC. This person owns the front-office experience physical office readiness mail and time-sensitive physical workflows and practical executive support for firm leaders. The role blends responsive coverage with proactive organization so clients feel welcomed employees have what they need and important details do not fall between the cracks.

Why this role matters: Some days will be driven by phones deliveries facilities issues or deadline-sensitive mail. Other days will allow time for calendar support office projects process documentation and hospitality. Reliable availability and sound judgment are as important as task volume.

What You Will Own

Front Desk and Phones

Provide consistent front-desk and telephone coverage during established office hours welcome clients and visitors route calls and capture complete messages for the right team member.
Help with routine nontechnical questions such as portal access electronic signature logistics meeting details and where to send information; route client-workflow questions to the Client Service Coordinator and technical questions to the appropriate professional.
Receive deliveries and packages notify recipients promptly and maintain an orderly reception and shared-office environment.

Mail Postage and Physical Document Workflows

Own daily incoming and outgoing mail including sorting scanning routing postage certified mail couriers packages tracking proof of mailing delivery status and escalation of exceptions.
Coordinate approved paper tax submissions tax payments filing-fee mailings and other deadline-sensitive physical deliveries using documented procedures and required quality-control steps.
Scan and route checks and physical client documents promptly protect chain of custody and support printing copying binder assembly records scanning and other on-site document needs.

Office Management Facilities and Vendors

Keep the office safe functional stocked and client-ready through proactive attention to supplies toner printers postage equipment shared spaces plants water service and routine office needs.
Monitor inventory and place approved orders before essential supplies run out balancing responsiveness with cost awareness.
Coordinate building access cleaning maintenance repairs deliveries and vendor visits; maintain clear vendor contacts and follow open issues through resolution.
Coordinate food reservations room setup and logistics for internal meetings client meetings training and firm events.
Assist with workstation equipment and office-access setup for new hires coordinate technical issues with IT and maintain practical office checklists vendor records emergency information and recurring schedules.

Executive Assistant Support

Manage delegated scheduling and calendar coordination for partners and managers including internal and external meetings confirmations changes and preparation time.
Support delegated inbox and communication workflows in Outlook Missive or other approved systems by organizing messages assigning follow-up capturing action items and escalating urgent matters.
Prepare agendas meeting materials reminders and follow-up lists so leaders arrive prepared and commitments are not lost after the meeting.
Coordinate reservations travel details appointments and limited personal administrative tasks when specifically authorized.
Handle sensitive business and personal information with excellent judgment confidentiality and discretion.

Team Experience and Administrative Coordination

Support onboarding logistics for new team members including office access equipment readiness workspace setup supplies and first-day coordination.
Help create a thoughtful employee and client experience through hospitality celebrations team activities recognition and other approved culture-building efforts.
Document recurring office and executive-support procedures and improve checklists when a clearer more reliable method is identified.
Provide backup administrative support during peak periods or absences when priorities are clear and primary office coverage is protected.

What Success Looks Like

Clients and visitors are greeted promptly calls are answered or routed reliably and routine questions receive clear next steps.
Mail certified filings packages checks facilities issues and office projects move on time with accurate records while the office remains safe stocked functional and client-ready.
Partners and managers have organized calendars prepared meetings visible follow-ups and fewer administrative interruptions and recurring procedures are documented for informed backup.

Who You Are

Service-minded. You make clients visitors and teammates feel welcomed heard and well cared for.
Proactive. You notice what will be needed next and act before a preventable problem becomes urgent.
Organized. You manage calendars mail vendors supplies and follow-ups through dependable systems.
Discreet. You handle confidential client employee partner and personal information with excellent judgment.
Resourceful. You can investigate a practical problem identify the right person or vendor and move it toward resolution.
Composed and flexible. You stay calm and professional when priorities shift or several people calls deliveries or requests arrive at once.
Technology-comfortable. You learn new systems quickly and use modern tools templates automation and AI responsibly.
Hospitable. You care about the details that make an office feel polished warm and thoughtfully run.

Qualifications

Two or more years of experience in office management executive assistance administrative coordination client service or a related role.
Ability and willingness to work on-site during established office hours with dependable attendance and flexibility for additional hours during peak deadlines or firm events.
Strong communication and judgment including confidence with clients and senior leaders and the ability to manage confidential information competing priorities time-sensitive logistics and frequent interruptions.
Proficiency with Microsoft Outlook Word and Excel plus the ability to learn unfamiliar software quickly.
Experience with professional-services technology and coordination of vendors facilities office supplies meetings events or executive calendars is helpful but not required.

Role Boundaries

This role does not provide tax advice answer technical tax questions or make accounting or tax judgments.

Compensation and Benefits

Pay: $22 per hour (non-exempt). 40 hour work week Monday -Friday 8am-5pm PST. Overtime requires prior approval.
Benefits:

Casual office environment
Six paid holidays plus four floating holidays.
Forty hours of paid sick leave.
15 vacation days per year.
Two paid volunteer days each year.
Three percent 401(k) retirement match.
100% company-paid premium for employee Medical (BCBS PPO) vision and dental (Delta Dental PPO) benefits.

Growth Opportunity

R.D. Barnett PLLC is growing and what is needed today may be different from what is needed tomorrow. This description is not intended to list every possible activity duty or responsibility. A team member who demonstrates excellent judgment dependable execution and the ability to make leaders and the office more effective will have opportunities to expand the role over time.

Equal Opportunity and Accommodations.

R.D. Barnett PLLC is an equal opportunity employer. We consider qualified applicants without regard to race color creed religion national origin citizenship or immigration status sex pregnancy sexual orientation gender identity or expression age marital status disability genetic information military or veteran status or any other status protected by applicable law.
We are committed to providing reasonable accommodations throughout the hiring process. Applicants who require an accommodation may contact emailprotected.

Required Experience:

Junior IC

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