Senior Firm Administrator

Job Description

Job Description

Must have prior experience. We are CPA firm, seeking a highly organized, proactive, and resourceful Senior Administrative Assistant to provide high-level administrative, operational, and leadership support across our organization. This dynamic role ensures continuity of daily operations, plays a key part in maintaining efficiency, accuracy, and professionalism across all areas of the business.

Success in this role requires flexibility, exceptional organizational skills, and the ability to adapt to evolving priorities in a fast-paced environment. You will work directly with firm leadership, supporting scheduling, finance, vendor coordination, —while maintaining clear and proactive communication with clients and internal teams.

Key Responsibilities

Administrative & Leadership Support

• Provide executive-level administrative support to senior leadership, including complex calendar management and meetings coordination
• Prepare and edit correspondence, reports, and presentations on behalf of the leadership team
• Maintain confidentiality and professionalism in handling sensitive information
• Support special projects, leadership events, and cross-functional coordination initiatives

Operational & Office Management

• Oversee day-to-day office operations, ensuring organization, cleanliness, and adequate supply levels
• Manage records, e-filing systems, and office documentation to ensure consistency and accessibility
• Handle general administrative duties including scanning, printing, mailing, and kitchen/office maintenance
• Create and maintain standardized job descriptions, checklists, and templates to improve operational efficiency

Client Coordination

• Create and maintain client relationships, obtain and exchange sensitive client tax information, provide updates on project status
• Coordinate communication between clients and the tax team

Scheduling & Finance Support

• Support scheduling functions to ensure smooth project flow and timely execution
• Assist with financial and administrative tasks and light bookkeeping support – billing and e-filing of tax returns
• Ensure accountability and consistency across teams through organized documentation and follow-up

Qualifications

• 3+ years of experience as an Administrative or Executive Assistant (experience supporting leadership strongly preferred)
• Proven ability to manage multiple priorities with strong attention to detail
• Excellent written and verbal communication skills
• Strong proficiency with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint), Thomson Reuters (Ultra Tax, Practice, File Cabinet)
• Highly self-motivated, dependable, and able to work independently with minimal supervision
• Demonstrates discretion, professionalism, and sound judgment in all interactions

Why Join Us

• Collaborative and supportive work environment
• Opportunity to contribute to meaningful projects and organizational growth
• Competitive compensation and benefits
• A culture that values integrity, accountability, and professional excellence

Hainsworth Raja & Company CPAs, PC is a full-service accounting & tax firm with over 40 years of experience.

Company Description

Hainsworth Raja & Company CPAs, PC is a full-service accounting & tax firm with over 40 years of experience.