Administrative Assistant (Hybrid)

About the Role We are seeking a reliable, detail\-oriented Administrative Assistant to support the Managing Principal and day\-to\-day firm operations. This role focuses on scheduling, billing, e\-filing, client document management, data entry, accounts receivable (AR), accounts payable (AP), mail and scanning, and general administrative tasks in a professional tax practice environment. This is a hybrid position. Candidates must be able to work in the Newport Beach office as needed, with a minimum of one day per week in the office. In\-office requirements may increase based on business needs. A dedicated at\-home workspace is required unless working in the office five days per week. Attention to detail, trustworthiness, and the ability to maintain strict confidentiality are essential for success in this role. Key Responsibilities Manage scheduling for the Managing Principal and client\-related appointments Handle billing processes, including invoice preparation, tracking, and follow\-up Assist with e\-filing of tax returns and related documents Organize, process, and maintain client documents (intake, scanning, filing, and retrieval) Manage incoming and outgoing mail and scanning of documents Support client onboarding and ongoing document collection Perform data entry, accounts receivable (AR), and accounts payable (AP) tasks Assist with QuickBooks Online data entry related to AR and AP Manage email correspondence, prioritize inquiries, and draft professional responses as needed Prepare and organize documents, correspondence, and firm records Maintain strict confidentiality of sensitive client and firm information at all times Coordinate internal communications and follow\-ups Assist with special projects and process improvements as assigned Support basic office coordination in a hybrid work environment Qualifications 2\+ years of experience in an administrative, office support, or client services role (tax, accounting, or professional services experience strongly preferred) Exceptional attention to detail Demonstrated trustworthiness and the ability to handle confidential information with the highest level of discretion Strong organizational skills Excellent written and verbal communication abilities Ability to manage multiple priorities and meet deadlines with minimal supervision Proficiency with Microsoft Office / Google Workspace and general productivity tools Comfortable learning QuickBooks Online for data entry, AR, and AP tasks Ability to work in the Newport Beach office a minimum of one day per week, with potential for additional in\-office days based on business needs Dedicated at\-home workspace required (unless working in\-office five days per week) Reliable high\-speed internet connection required Ability to work on a computer for 8 hours per day Reliable, proactive, and process\-oriented mindset Preferred Qualifications Prior experience in a tax, accounting, or professional services office Hands\-on experience with billing, e\-filing, client document workflows, data entry, AR, or AP Ability to draft polished professional correspondence What We Offer Competitive compensation commensurate with experience Medical and dental benefits (50% employer\-paid) 401(k) retirement plan Opportunity for growth commensurate with increasing responsibilities Hybrid work arrangement Opportunity to work closely with firm leadership in a growing, high\-retention tax practice Professional, collaborative environment focused on accuracy and client service We’re looking for someone who takes pride in their work and is excited to grow with a supportive team. Note: Background checks and pre\-employment assessments will be required. To apply, please submit your resume and a brief note outlining your relevant experience. Pay: $25\.84 \- $31\.11 per hour Benefits: 401(k) Dental insurance Health insurance Language: English (Required) Ability to Commute: Newport Beach, CA 92663 (Required) Work Location: Hybrid remote in Newport Beach, CA 92663