Job Description
Job Description
Christy White, Inc. is the leading Local Educational Agency (LEA) and Charter School audit firm in California. We are looking for a great Administrative Assistant to join our team in San Diego (Banker’s Hill area). This position is full-time, with great benefits. Our ideal candidate has at least 2 years of administrative work experience, preferably in an office environment, is accurate, flexible, and can work under tight deadlines. We value a positive workplace culture and a welcoming office environment, which includes the occasional visit from our resident office cat, Harley.
The Administrative Assistant supports daily office operations by formatting audit reports, preparing proposals, coordinating administrative projects, and providing direct support to managers and staff accountants. This role requires exceptional organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced, deadline-driven environment.
Essential Duties and Responsibilities
Responsibilities include, but are not limited to:
- Review, format, and finalize audit reports within established deadlines and return completed reports to audit teams.
- Answer and direct incoming phone calls and emails professionally and courteously.
- Respond promptly to internal communications through Outlook and Microsoft Teams.
- Prepare and format proposals for prospective clients while working closely with Partners.
- Utilize Microsoft Word, Outlook, Excel, Adobe Acrobat, CCH Axcess, ProSystem, and other software applications extensively.
- Maintain organized electronic files and ensure workpapers are properly checked into ProSystem.
- Prepare audit reports for shipment using FedEx and USPS shipping software.
- Train and assist Temporary Office Assistants during busy season.
- Coordinate and maintain professional relationships with vendors, contractors, and external service providers, ensuring timely completion of services
- Monitor inventory levels of office and kitchen supplies and place orders as needed.
- Responsible for planning, coordinating, and executing firm-wide events, meetings, and training programs.
- For internal staff, arrange travel and accommodations, manage logistics, schedule venues, coordinate vendors, work with finance on budgets, and prepare event materials for meetings.
- Process incoming and outgoing mail daily.
- Track FedEx and other business-related receipts and submit them to the Accounting Department.
- Assist with planning and coordinating office and firm-wide events across multiple California locations.
- Create reports and provide administrative support to management and audit teams as requested.
- Operate standard office equipment, including copiers, scanners, and postage machines.
- Handle confidential information with discretion and professionalism.
- Perform additional duties and special projects as assigned.
Qualifications
Education and Experience
- High school diploma or equivalent required.
- Associate degree or bachelor's degree preferred.
- Minimum of two (2) years of experience in an administrative, office assistant, or related role.
Skills and Abilities
- Proficiency in Microsoft Office Suite, including Word, Excel, Outlook, and Teams.
- Strong document formatting and editing skills using Microsoft Word and Adobe Acrobat.
- Excellent organizational, analytical, time management, and problem-solving skills.
- Strong verbal and written communication skills.
- Ability to manage multiple projects and deadlines with minimal supervision.
- Ability to work independently and collaboratively as part of a team.
- Ability to make travel arrangements for internal staff, as needed and requested.
- Professional demeanor and strong customer service skills.
- Ability to maintain confidentiality and exercise sound judgment.
Work Schedule
- Regular schedule is Monday through Friday, 40 hours per week.
- Overtime may be required during busy season, including evenings and occasional weekends.
- Schedule may transition to a 9/80 workweek in the future.