Administrative Assistant

Description 

We are a tax & accounting firm with headquarters in Wilmington, NC, and team members located all over the United States. We provide accounting, tax strategy & filing, financial advisory, tax controversy & resolution, and fraud & forensic investigation services to business and individual clients.  

We're on a mission to help small business owners simplify, streamline, and save with “Know Your Numbers” financial and tax insights. Our team are A-players who execute on this vision every day and have a passion for delivering value to clients.  

We are seeking an on-site Administrative Assistant to join our growing team to help drive this mission forward. Reporting to the Office Manager, you will often be the first point of contact for prospects and clients. Behind the scenes, you’ll be leveraging our technology stack to prep, send, and file documents, and you’re diligent at performing day-to-day office tasks like scanning, faxing, and mail prep. 

Team members who thrive at our firm have impressive time management skills, are self-starters, take pride in the quality of their work, and most importantly, put the client experience front and center. 

Responsibilities 

• Answer the phone and direct clients and prospects to the appropriate team member 

• Greet clients, in person, when they stop by the office 

• Sales follow-ups and tracking after scoping 

• New client and document intake  

• Document follow-up and tracking 

• Scan and send documents, fax documents and follow through on receipt 

• Prepare client communications, conflict checks, Power of Attorney, and contracts and send to clients for review and signature 

• Manage email and calendar scheduling for team members 

• Various data entry and administrative tasks 

• Help maintain the integrity of Canopy, our customer relationship management software, by linking people and projects, updating client profile information, and regularly scanning for duplicate data 

• Schedule client and prospect appointments for team members, coordinating team and client schedules 

• File physical papers and sort papers for shredding 

• Prepare outgoing mail and deliver to post office when needed 

• Distribute incoming mail 

• Maintain discretion and confidentiality 

• Support or lead numerous special projects as needed 

Soft Skills 

• Exceptional communicator who puts client experience front and center 

• Ability to multitask, prioritize, and organize efficiently 

• High attention to detail   

• The ability to take ownership of your projects and drive them to completion 

• Outstanding organizational and time management skills 

• Willingness to pitch in and help other team members when needed 

Qualifications and Experience 

• Familiarity with a variety of software applications such as Microsoft Office, digital signature software, calendar scheduling, QuickBooks Online, Adobe, and the ability to quickly learn new programs 

• Prior experience as an administrative assistant or similar role 

Benefits 

• Culture & purpose: Our vision is to transform small business finance and tax strategy from reactive to predictive. Our team are A-players who execute on this vision every day and–dare we say it–get excited about Mondays.  

• Flexible schedule: The Admin team enjoys work from home Fridays.  

• Paid holidays: We take time off as a company for specific holidays, including but not specifically limited to New Year’s Day, Memorial Day, Independence Day, Labor Day, Thanksgiving Thursday and Friday, and the week between Christmas and New Year’s Day. 

• Referral bonuses: A-players know other A-players. We bonus employees and contractors who bring great people into the company. 

• Benefits: Health vision, and dental insurance options plus company-paid life insurance 

• Retirement: Company-sponsored 401(k) with company match 

About Red Bike Advisors 

Red Bike Advisors is on a mission to help small business owners simplify, save, and thrive with “Know Your Numbers” financial and tax insights. Founded in 2009 as Adam Shay, CPA, PLLC, the firm provides accounting & bookkeeping, tax strategy & filing, tax controversy & resolution, and fraud & forensic investigative services to business and individual clients. The firm is based in Wilmington, North Carolina, and serves clients across the U.S. who are craving a strategic, rather than transactional, relationship with their finance and accounting firm. To learn more, visit www.redbikeadvisors.com.  

Our Values 

1. Creators of value: We don’t trade time for money or value our services on internal overhead and desired profit margin, but rather on the exponential value our services bring to our clients. 

1. Excellent communication: Thoughtful, proactive communication is the backbone of trusting client relationships. With all other areas of expertise being equal, we highly value team members that prioritize customer experience. 

1. Analytical creativity: Finance is so much more than numbers! We are pros at first uncovering client goals, and then analyzing the numbers and patterns to help clients think holistically about business growth and tax strategy.   

1. Learning, growth, and progress: We highly value taking action, learning from mistakes, and being lifelong learners both inside and outside of the industry. 

1. Accountability: “What gets measured, gets managed” is not just a finance axiom (although it’s 100% true)! We hold ourselves accountable to our mission, vision, values, an exponentially valuable client experience, KPIs, and to delivering on our promises. 

EEO Statement 

Red Bike Advisors LLC provides equal employment opportunities to all individuals regardless of their race, color, creed, religion, gender, age, sexual orientation, national origin, disability, veteran status, or any other characteristic protected by state, federal, or local law. 

Location Information 

This role is on-site U.S.-based only.