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Plante Moran · 1 month ago

26 Winter Seasonal Office Administration

Cincinnati

Full-time

Onsite

Mid Level

$33/hr - $36/hr

4+ years exp

Plante Moran is a leading audit, tax, consulting, and wealth management firm committed to a diverse workplace. The Administrative Assistant position provides comprehensive administrative support for teams, including project management, client deliverables, and various office duties.

AccountingConsultingFinancial ServicesInsuranceTax ConsultingWealth Management

Growth Opportunities

No H1B

Responsibilities

Assist with the production and editing of client or Firm deliverables, such as proposals/RFPs, presentations, reports, spreadsheets, Microsoft Project workplans, Visio diagrams, and reports. Copy, bind and distribute as appropriate. Client deliverables may include:

CAD work

Bid openings

Bid evaluations and clarifications

Manage vendor pay application process

Phone bill analysis

Manage Sharepoint sites

Manage surveys/survey tools

Walk-throughs

Internal documentation/training materials

May also assist with practice growth from an administrative support position including:

Research

Involvement in marketing campaigns

Preparation of proposal packets

Compile and manage pipeline and backlog reports

Ensure that opportunities are in CRM

Use CRM to help manage practice

Compile and manage financial reports from Practice Management

Cognos Analysis

Responsible for overseeing & maintaining various processes, which may include:

Workflow systems/Firm databases as required, including new client/job workflows and other various internal documents related to client service, including client satisfaction surveys

Files and documents for a specific team; updating charts and binders with information

Databases for the Firm intranet site; creation of material/text and maintenance of information

May assist with some administrative projects (some complex), for a team or industry group, primarily related to a specific organizational function; responsible for frequent communications with all levels in the organization

Enter and track data in various databases (including 5-5-7, opportunities in CRM, PMTOK tracking, RFP tracking, management of signed engagement letters, PPA follow-up, etc.)

Administer and assist with (if applicable to assigned team):

Legal documentation requirements (subpoenas, court orders, etc)

Award application process, benefit administration/open enrollment and related mailings, distribution of Firm gifts

Technology needs; including, processing pool equipment & portable file server requests, server reporting (including reporting issues, backup tape reporting & distribution, replicating data storage devices, managing database files, reporting), hardware coordinator (hard drive backups, un-assigning assets, recording laptop acknowledgement forms

Administer MOS testing or other assessment tools according to protocols, including scheduling, working with outside vendors, distributing results/maintaining records, and other related assessment administration needs

Communication activities including tracking and updating staff on deadlines, target dates. Manage conflicting priorities and overall backlog of admin requests

Organize team meetings, including agendas, project lists, minutes and reports

Research for special projects, when requested

Liaison for outside organizations/persons and clients, when necessary

Arrange for conference rooms, including needed equipment and/or conference calls, meeting breakfast/lunches/coffee, etc.; may include reservations for leased conference rooms

Miscellaneous team reservations (travel, lunch, dinner, etc.)

May assist with deliverables for staff performance management process (CDPs, APAs, etc.), when requested

Manage marketing activities as needed; marketing liaison

Prepare various P&M forms (new client, check request, etc.)

Handles miscellaneous client and miscellaneous phone calls, routes to appropriate staff

Proofreading of correspondence prepared by other staff

Assist Partner and team with various secretarial duties including opening and organizing mail, organizing office, scheduling prospect calls, travel arrangements, scheduling and maintaining calendars, expense reports, organizing/processing billing

Assist other administrative assistants, when necessary; provide backup when needed

Any other office duties as required

Note: Position may require some Saturday work hours during tax season (January thru April) and overtime from time to time during the remainder of the year

Qualification

MS OfficeSecretarial experienceCADVisioMicrosoft ProjectCustomer serviceData entry skillsCommunication skillsOrganizational skillsTime management

Required

At least 4-6+ years secretarial experience, preferably in a professional services environment

Must be able to remain in a stationary sitting position for at least 75% of the time

Person in position needs to occasionally move about the inside of the office to access machinery, cabinets, etc

Ability to work overtime if required

Must be able to lift 20 lbs. – specific job duties may require additional lifting; occasionally moves and transports packages weighing up to 20 lbs

Person in position frequently communicates with staff who have inquiries. Must be able to exchange information in these situations

Occasional moving & lifting of equipment; bending, lifting, climbing required to position self to maintain computers during engagements

Ability to work in a high stress environment

Reliable transportation and valid driver's license are required including a clean driving record

Minimum levels of auto insurance coverage are required

Proven administrative and organizational, and time management skills

Superior oral and written communication skills and a focus on client service, together with the ability to exercise independent judgment, initiative while maintaining high confidentiality

Solid technical proficiency including knowledge of MS Office applications (particularly Word, Excel, and Outlook), Visio and Microsoft Project

Professional demeanor with excellent customer service and interpersonal skills

Ability to work well with others

Ability to communicate effectively with partners, staff and visitors

Ability to multi-task and work in a fast-paced atmosphere

Superior data entry and alpha/numeric skills

Preferred

Higher level education/college coursework preferred

MS Office experience required (MOS certified a plus); certain Administrative Assistant positions also require experience with CAD, Visio and Microsoft Project