Administrative Assistant job vacancy in The Accounting Company – Jobs in Arizona

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Job Details
Company Name : The Accounting Company
Company Location : Phoenix, AZ 85020
Job Position : Administrative Assistant
Job Category : Jobs in Arizona

Job Description :

Job Purpose:

TAC’s mission in short equals Impact, Growth, and Service. This is supported by our core values of Excellence, Customer-Centric, Team-Player, Growth-Oriented, & Accountable. Every day our team of highly qualified individuals works at empowering our clients to transform and grow their companies by putting great accounting to work.

The position of Administrative Assistant requires the candidate to embody our company core values, as well as have demonstrated consistently exceptional self-initiative, attention to detail, follow-through, communication skills, proactive leadership, and customer-centric actions.

The role of the Administrative Assistant is to empower executive(s) to work efficiently and effectively by providing day-to-day on-going assistance in seven major areas:

1. Physical Environment – assist in managing the organization, cleanliness, and supplies (including inventory of electronics) of the physical office.

2. Reception – greeting and assisting guests and clients that come to the office for meetings, pick-ups, etc. Organizing and communicating with team members regarding items to be picked up.

3. Preparation for and Tracking Meetings – Assist CEO and COO in preparing for Quarterly, Annual, Weekly (Level 10, Production, Client Onboarding, Leadership, and other staff meetings as needed (materials, physical set up, documents – hardcopy and electronic, note-taking etc.)

4. Banking – Assisting with banking as directed by CEO or COO.

5. Tracking Employee Status IN/OUT of TAC Office and Offshore Team. Track who is in and out of the office – at client? vacation? etc.? Track who is covering for people who are on vacation/sick leave/etc.

6. Providing Time Checks – assisting the CEO and COO to keep to their schedules in and out of the office and provide other administrative assistance as needed.

7. Personal Assistance to the CEO includes taking initiatives to assist the executive in additional personal matters to make CEO more effective.

In addition, the Administrative Assistant will help create a positive experience of the highest level for all those in their purview to assist.

Duties & Responsibilities:

It is critical for the Administrative Assistant to ensure that the office is runs smoothly by working both on a one-to-one basis with the executives, TAC team members, and sometimes on a wider basis with the internal and external clients.

The following is a working list of duties and responsibilities that may be amended as needed.

  • Informing CEO and COO when it is physically time to leave their workspace of meeting for another scheduled meeting/appointment (on and off site).
  • Informing team members of status updates about the physical environment.
  • Organizing on-site meetings/events – accountable for logistics or arrangements and communicating to members of the meeting regarding logistics, etc.
  • Preparing the physical meeting space (organizing and cleaning the table, post-it paper, etc.) inside the conference room for weekly meetings and client meetings.
  • Taking meeting minutes and disseminating to meeting members as needed.
  • Ordering, shopping for, organizing, and stocking physical office supplies and materials including copier/workstation, kitchen, bathroom, reception area/entry way, etc.
  • Verbally and electronically inform the CEO or COO when it is time to leave their workspace or meeting to get to the next scheduled meeting/appointment on time
  • Conduct banking activities as needed.
  • Coordinate and communicate office technology needs to TAC IT person, tech support company, and TAC team members.
  • Assist TAC IT person with inventory and maintenance of electronics
  • Assist Executive Assistant with travel needs of executives
  • Other tasks as needed


Required Skills / Experience:

  • Prior experience as an administrative assistant to a “C” level or leadership team member(s)
  • Hands on experience with organizing/managing an office space
  • Highly skilled with Microsoft Office suite of products (word, PPT, Excel, Outlook, etc.)
  • Excellent organization skills, attention to detail
  • Ability to multi-task and prioritize tasks
  • Excellent time management skills
  • Excellent verbal and written communication skills including ability to politely interrupt a meeting
  • Professional discretion and poise
  • Ability to maintain a high level of confidentiality
  • High level of emotional intelligence
  • Recommended Skills / Experience:
  • Proficient with Microsoft Office
  • Engaging with people in kind, curious, and respectful ways – a good disposition
  • Consistently service-minded – with a “How can we get the job done well?” attitude
  • Bachelor’s degree or Associate’s with equivalent experience

How you know this job is for you:

  • You are comfortable solving “space issues” and how things should be organized for the greatest efficiency so that team members can easily function in the workspace.
  • You do not get flustered easily. If you do not find the answer right away, you keep digging until you find it.
  • You like meeting and working with new people. You are comfortable engaging with people at all levels in an organization. You speak eloquently yet exude authenticity and trustworthiness.
  • You are motivated and driven to deliver value. You take ownership of your responsibilities and follow through on all client, executive, and associates’ requests and questions.
  • You are comfortable with change and multi-tasking. You enjoy learning new concepts and are quick on your fee. When things change, you know how to “roll with the punches”.
  • You understand the effectiveness of your role and responsibility is exemplified in the effectiveness of the Executive who you assist. You strive to make both yourself and the executive better.
  • You embody a high level of emotional intelligence and consistently strive to elevate your presence and behavior. You have a good sense of humor, you do not take yourself too seriously, and are not easily offended.

Working Conditions:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed in this job description are representative of knowledge, skill and / or ability required. A typical day in the life of an Administrative Assistant might include:

  • Checking executives’ schedule for urgent and last- minute changes.
  • Touching base with executives about scheduled meetings and events.
  • Ensuring calendars are up to date, conflict free, meetings confirmed, meeting logistics complete.
  • Keeping conference room organized and clean.
  • Ordering food for onsite Lunch and Learns and other events.
  • Working on assigned tasks and projects from CEO and COO.
  • Being present and greeting clients or messengers for pick-ups.
  • Keeping reception area clean and organized.
  • Follow up on tasks with internal team members and external clients or strategic partners.
  • Checking assigned leaders’ email and communicate the need for immediate or past due responses.
  • End of day touch base with executive to review the day and plan for the next.

Job Types: Full-time, Part-time

Pay: $48,000.00 – $55,000.00 per year


  • Dental insurance
  • Health insurance
  • Vision insurance


  • 8 hour shift

Ability to commute/relocate:

  • Phoenix, AZ 85020: Reliably commute or planning to relocate before starting work (Required)


  • Associate (Required)


  • Microsoft Excel: 5 years (Required)
  • Microsoft Outlook: 5 years (Required)
  • Microsoft Powerpoint: 4 years (Required)
  • Administrative: 5 years (Required)

Work Location: One location

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