Administrative Assistant, Firm Operations… at Citrin… · New York

Citrin Cooperman offers a dynamic work environment, fostering professional growth and collaboration. We’re continuously seeking talented individuals who bring a problem-solving mindset, fresh perspectives, and sharp technical expertise. We know you have choices, so our team of collaborative, innovative professionals are ready to support your professional development. At Citrin Cooperman, we offer competitive compensation and benefits and most importantly, the flexibility to manage your personal and professional life to focus on what matters most to you!

We are seeking an Administrative Assistant to join our Firm Operations team within the Administrative Support department at our NYC location.

Responsibilities are, but not limited to:

CLIENT SERVICE & RELATIONSHIP MANAGEMENT

• Serve as a primary point of contact for one of the firm’s largest clients, handling client requests and keeping communication timely and confidential.
• Coordinate client requests and deliverables with the Tax and Audit & Assurance engagement teams.
• Communicate with the client on behalf of partners and engagement teams, routing questions to the appropriate professionals.

CLIENT ONBOARDING & RECORDS MANAGEMENT

• Support new client acceptance by submitting pertinent client information into the firm’s onboarding software and ensuring client information is accurate across all systems.
• Maintain accurate, up-to-date client information and records.
• Upload and download confidential client documents, including tax returns and K-1s, through the client’s secure portal (SharePoint).
• Scan, file and organize client documents in accordance with firm record-keeping standards.

TAX FILING, DEADLINE & NOTICE MANAGEMENT

• Partner with leadership to ensure 300+ tax returns are extended and filed on time each year including any applicable tax payments.
• Maintain a deliverables tracker to monitor the status of tax returns and tax payments, making sure each deliverable is completed and sent to the client on time.
• Monitor incoming tax notices and coordinate with engagement staff to ensure each notice is answered on time and resolved.

WORKFLOW TRACKING & REPORTING

• Generate weekly tickler reports on client work in process (WIP) and monitor engagement status to keep teams informed of upcoming deadlines and deliverables.
• Analyze monthly WIP reports to identify outstanding items and support engagement team follow-up.
• Generate monthly WIP analysis reports to help identify billable work.
• Maintain a shared master tracker to monitor staff workflow and the status of tax and audit deliverables during busy season.
• Prepare meeting summaries and action items and follow up with staff to ensure client deadlines are consistently met.

ADMINISTRATIVE & LEADERSHIP SUPPORT

• Manage calendars, schedules, travel arrangements, itineraries and agendas for leadership and professionals.
• Plan and coordinate virtual and in-person client meetings, including reserving venues and conference rooms, arranging catering and preparing meeting materials.
• Plan and coordinate client lunches and dinners, as well as team social events.
• Prepare client letters, correspondence and mailings; send faxes; and arrange messenger pickups and deliveries.
• Collate tax returns.
• Prepare client contracts.
• Organizing lunch-and-learn sessions, webinars and presentations.
• Coordinate scheduling, invitations, room and virtual meeting setup, catering and presentation materials for each event. Partner with the CPE/CPU LEAD team on CPE credentialing opportunities.

The ideal candidate must:

• Have 5+ years of administrative experience (professional services environment preferred and tax operations experience is a plus)
• Have a high school diploma (bachelor’s degree is a plus)
• Be tech-savvy with proficiency in Microsoft Office and expertise in Excel functions including but not limited to tables, formulas, and formatting
• Be a team player with the ability to multi-task and pay strong attention to detail
• Possess strong organizational skills, including but not limited to verbal and written communication skills
• Have the capacity to work overtime (as needed)
• In-office requirement 4 days per week based on specific office location