Executive Assistant and Office Manager

We are recruiting for a client in Manhattan!Role OverviewThe Executive & Office Coordinator serves as the welcoming face of the firm and the primary support system for the partners and staff. This role is essential for maintaining a smooth, organized, and professional office environment. The ideal candidate is highly organized, detail-oriented, and proactive in managing daily administrative tasks, ensuring that the office runs seamlessly and that the partners' time is maximized.Key ResponsibilitiesOffice Administration & Reception● Serve as the primary point of contact for clients and visitors, providing a professional andwelcoming experience.● Manage guest access by adding visitors to the building’s security list.● Handle the distribution of mail within the firm and manage outgoing correspondence.● Order office supplies, maintain proper inventory of all necessary work tools, and ensurethe office is well-stocked and presentable at all times (e.g., proactive maintenance ofkitchen and common areas).Partner Support & Task Management● Manage email and task flow for three partners, prioritizing and organizingcommunications to ensure timely responses.● Assist partners with time entry and tracking within firm systems, ensuring accurate andtimely logging of billable hours.● Provide general administrative support to the partners, anticipating their needs andhandling routine tasks to free up their time.Client & Workflow Support● Execute the end-to-end e-file process (as designed by the Operations Manager),including sending returns to clients, collecting signatures, storing signed versions, andreleasing returns to tax authorities.● Onboard new clients within all firm systems (e.g., Workflow, [Placeholder for TaxSoftware], [Placeholder for CRM]), ensuring accurate and complete data entry.● Assist with basic A/R tasks, such as sending gentle reminders for outstanding invoices.Qualifications● Previous administrative, executive support, or reception experience in a professionaloffice setting.● Strong organizational and time-management skills, with the ability to handle multipletasks simultaneously.● Excellent written and verbal communication skills.● A proactive, "no task is too small" attitude, with a keen eye for detail and a commitmentto maintaining a professional office environment.● A warm, welcoming and professional attitude, with comfort welcoming clients and settinga tone for a positive work environment for the team.● Proficiency in standard office software and a willingness to learn firm-specific systemslike Workflow