Executive administration assistant

ATLAS Navigators, LLC is an accounting, tax, and consulting firm looking for someone who fits our culture, vision, work ethic, and team. ATLAS stands for Advisors That Listen And Serve, and our people strive to embody that saying every day. We are a solutions-based firm that keeps a positive space, always. ATLAS seeks to add value to our clients, our people, and our culture, inside and outside of our office walls. If you are looking for a company that will invest, motivate, and inspire you to aim high, ATLAS is it.

OVERVIEW

We are seeking an experienced, organized, and proactive Executive Administration Assistant to oversee the day-to-day operations of our Tucson office. Working closely with Partners, this individual will supervise administrative staff, coordinate office workflow, oversee client service and communication, and ensure administrative processes operate efficiently.

This role will serve as a primary point of contact for client service concerns, facilitating timely resolution and acting as a liaison between clients, staff and Partners. The ideal candidate is a strong communicator and problem solver, who can effectively manage competing priorities, support staff development, and maintain a high level of client satisfaction in a fast-paced professional services environment.

MAJOR RESPONSIBILITIES

• Lead day-to-day office operations, supervise administrative staff, and assist with conducting staff meetings.
• Manage form workflow from client intake through E-filing, ensuring work is completed accurately and on time.
• Pull weekly production reports for review with partners.
• Manage new client screening, scheduling, onboarding, fee determination assistance, and communication.
• Ensure a high level of client satisfaction through proactive communication, status updates, and resolution of service issues, including tax agency notices.
• Administer HR-related functions including bi-weekly payroll review and approval, PTO approval and coordination, day-to-day staff support, and assistance with staff development processes.
• Monitor and manage accounts receivable and work in process (WIP), including reporting to Partners and assisting with client billing.
• Identify operational issues, improves processes, and escalate matters to Partners as appropriate.
• Oversee general office operations and administrative functions, including document processing and office supplies.

SKILLS AND ABILITIES

• Strong leadership and administrative staff supervision skills.
• Excellent client service, interpersonal and communication skills.
• Ability to manage multiple priorities and deadlines in a fast-paced environment.
• Strong organizational skills and attention to detail.
• Effective problem-solving skills and ability to identify process improvements.
• Proficiency in Microsoft Office applications and ability to learn firm-specific software.
• Ability to handle confidential client, financial and personal information professionally.

EDUCATION AND EXPERIENCE

• High School Diploma/GED required, some college preferred.
• Minimum of three years of experience in an Administrative Manager, Office Manager or similar office operations role.
• Previous experience supervising administrative staff and managing client service concerns.
• Experience in a CPA firm or professional services environment preferred.

BENEFITS

• Medical, Dental, and Vision
• GAP Benefits
• Supplemental Benefits
• Life and AD&D Insurance
• Short- & Long-Term Disability Plans
• 401 (k) with Company Matching
• Bonus Structure
• Flexible PTO with sick time
• Incentive Program
• Development Program
• Company Wellness Program

APPLICATION DEADLINE

We accept applications on an ongoing basis. This position will remain open until a qualified candidate is identified.

WORKING CONDITIONS

Must be able to operate a variety of machines and equipment, including computer, office equipment, telephone, etc. Tasks may require extended periods of time at a keyboard or workstation. Required to occasionally lift, hold, or carry items weighing up to 40 pounds. Individuals must perform the principal duties and responsibilities with or without reasonable accommodation.

EQUAL OPPORTUNITY STATEMENT

ATLAS Navigators, LLC is proud to be an Equal Opportunity and Affirmative Action employer. We do not discriminate based upon race, racial expression, including protective hairstyles, religion, color, national origin, sex (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender, gender identity, gender expression, transgender status, sexual stereotypes, age, status as a protected veteran, status as an individual with a disability, or other applicable legally protected characteristics. We also consider qualified applicants with criminal histories, consistent with applicable federal, state, and local law.

ATLAS is committed to providing reasonable accommodations for candidates with disabilities in our recruiting process. If you need any assistance or accommodations due to a disability, please let us know.