Executive Administrative Assistant – Crowe (Tampa)

Your Journey at Crowe Starts Here:

At Crowe, you have the opportunity to deliver innovative solutions to today’s complex business issues. Crowe’s accounting, consulting, and technology personnel are widely recognized for their in-depth expertise and understanding of sophisticated process frameworks and enabling technologies, along with their commitment to delivering measurable results that help clients build business value. Our focus on emerging technology solutions along with our commitment to internal career growth and exceptional client value has resulted in a firm that is routinely recognized as a “Best Place to Work.” We are 75 years strong and still growing. Come grow with us! 

Job Description:

This position provides administrative assistance to Audit Partners and Directors, and supports the practice group with reports, proposals, presentations, and other Audit client and prospect deliverables. This role also provides some office services and operational support. The position requires extensive people, communication, project coordination, organizational and process skills along with technical expertise in Microsoft Word, Excel, and PowerPoint and other applications to support projects and work products with a high level of focus on quality, accuracy, and confidentiality. Reports to the Project Services Leader and is a member of the Global Services (GS) team. 

Administrative Support

• Support strategic projects through implementation including change adoption, learning new systems, and developing, editing, and formatting communications, presentations, and deliverables.
• Support Customer Relationship Management (CRM) administration including data research, opportunity entries and tracking, forecasting and analysis.
• Enter contracts into the contract management system from request queue and handle all associated processes including assisting with system related questions.
• Support engagement billing process by preparing monthly pre-bills, data analysis, receipt reconciliation, spreadsheets, and invoices as well as supporting WIP management.
• Develop content, edit, and format communications, presentations, reports, and spreadsheets as well as .pdf files using Adobe Professional.
• Create, edit, and format presentations and associated materials for sales meetings, prospects, and client opportunities.
• Support proposals ensuring quality assurance, and firm standards and determined procedures are followed.
• Prepare and distribute various business reports and perform data analysis and reconciliation as well as summarize trends and provide recommendations.
• Support SharePoint site administration including content management and organization.  
• Facilitate invoices and expense reimbursement forms through accounts payable process. 
• Assist with planning of client or internal meetings or conference calls, including scheduling and communication, maintaining information, and preparing and distributing materials.
• Administer, host and support web conferencing using Microsoft Teams, Zoom and associated technologies. 
• Assist with planning and preparations for speaking engagements, committee involvement and events, including creation and preparation of written and spoken materials.
• Provide calendar management for client or business unit meetings, including administration, scheduling, and communication.
• Coordinate travel arrangements through Concur booking tool or travel agents including preparing travel itinerary.

Project Services – Document Preparation, Proofing and Finalization

• Prepare, edit, format, proofread and process reports and other deliverables in Microsoft Word using various styles with multiple page layouts, headers/footers, graphs/charts/tables; and utilizing firm determined procedures.
• Develop, edit, and format complex presentations and proposals using Microsoft Office with focus on creating high quality and brand compliant deliverables.
• Create Excel spreadsheets and analyze data using advanced features and functions.
• Create, edit, and format .pdf files and forms using Adobe Acrobat Professional.
• Coordinate workflow and support deliverables through completion and facilitate communications associated with client work and business processes.
• Maintain an efficient filing system for documents in accordance with firmwide records system.
• Establish and encourage process improvement to provide effectiveness.
• Provide assistance and answer questions on processes, formatting and utilizing software, systems, and work tools.
• Utilize tracking systems to ensure all time and materials are recorded, project work and type are tracked, and project instructions and client interactions are fully documented.
• Support various projects from start to finish using Microsoft software, PowerPoint and other firm systems or web-based applications including working with others to ensure quality and timely completion and document management. 

Office Services Support

• Support office access badging, visitor management system and workspace management.
• Support local office new hire onboarding and recruiting processes and activities.
• Coordinate and support local office events and committees along with associated activities.
• Order printer supplies in collaboration with firmwide production, along with restocking printer stations and troubleshooting issues or facilitating vendor service calls for copier/printer devices.
• Support office services areas including greeting visitors, incoming and outgoing mail, office supplies, light production, records management, and meeting room reservations as well as maintenance and stocking of common areas.

Qualifications:

• Five or more years of experience supporting administrative and document work in a professional service financial or consulting firm environment.
• Bachelor’s degree preferred in business administration, marketing, English, or related field.
• Extensive administrative background and technical competence with experience formatting large-scale Microsoft Word documents using various styles with multiple page layouts, tables/ charts/ graphics, and headers/footers.
• Advanced level of expertise in Microsoft Word, PowerPoint, Excel, Visio, Publisher, Adobe, and database solutions are required. Working knowledge of SharePoint is preferred.
• Experience preparing financial statements using Word, Excel or CaseWare Connector is preferred. 
• Experience using billing systems and Customer Relationship Management (CRM) technology and preparing proposals.
• Expertise using office and meeting technologies including audio visual systems, web and videoconferencing applications and multi-functional devices.
• Strong business writing skills, including composition, proofing, grammar, and attention to detail. 
• Highly effective and polished verbal, facilitation and presentation skills with excellent listening and questioning skills to understand client needs. 
• Professional presence and exceptional client service skills with ability to handle key assignments of confidential nature and exercise a high degree of discretion and confidentiality in all work products and communications. 
• Ability to build professional and respectful working relationships at all levels internal and/or external.
• Strong time management, decision-making, critical thinking, problem solving and analytical skills with ability to identify trends and make recommendations.

• Process oriented, accurate, quality focused with excellent project coordination and organizational skills and ability to multi-task and prioritize to complete client work and projects.
• Excellent analytical skills to identify and report trends and make recommendations.
• Strong problem solving and technical troubleshooting skills with ability to apply logic to find solutions while learning and applying various ways in which to make revisions using software applications.
• Strategic awareness and ability to bring ideation and efficiencies to projects and processes.
• Agile and flexible with ability to demonstrate openness to new challenges, opportunities, and continuous learning.
• Ability to understand and strictly adhere to the quality standards and procedures established by Crowe including brand standards and guidelines and copyright procedures.
• High energy level with excellent interpersonal skills and ability to function in fast-paced, high stress situations attributed to tight deadlines and multiple client and team needs.
• Desire to leverage technology to solve business problems, and ability to guide others on use of software, tool, and process.

Additional Requirements:

• Able to work a flexible in-office schedule based upon office support needs, project work and peak busy times.

• Estimate and annual average of up to 5% overtime.
• Ability to travel for meetings and training sessions, if needed.
• Reliable and dependable with an excellent attendance and punctuality record.

The above statements are intended to describe the essential job functions and level of work performed by individuals assigned to this classification. They are not to be construed as an exhaustive list of all duties performed by personnel occupying this position.

EOE

M/F/D/V

Our Benefits:

At Crowe, we know that great people are what makes a great firm. We value our people and offer employees a comprehensive benefits package. Learn more about what working at Crowe can mean for you!

How You Can Grow:

We will nurture your talent in an inclusive culture that values diversity. You will have the chance to meet on a consistent basis with your Career Coach that will guide you in your career goals and aspirations. Learn more about where talent can prosper!

More about Crowe:

Crowe (www.crowe.com) is one of the largest public accounting, consulting and technology firms in the United States. Crowe uses its deep industry expertise to provide audit services to public and private entities while also helping clients reach their goals with tax, advisory, risk and performance services. Crowe is recognized by many organizations as one of the country’s best places to work. Crowe serves clients worldwide as an independent member of Crowe Global, one of the largest global accounting networks in the world. The network consists of more than 200 independent accounting and advisory services firms in more than 130 countries around the world.

Crowe LLP provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. 

https://jobs.crowe.com/job/16086210/executive-administrative-assistant-tampa-fl/