Administrative Assistant for Boutique Tax and Financial Planning Firm

Integrity Tax & Wealth Advisors is a boutique tax and financial services practice seeking a full-time, highly motivated, organized, and capable Administrative Assistant to join our team.

Located in beautiful Jupiter, Florida, our practice is a small, close-knit team of six professionals. Most of our staff have worked together for more than 10 years, and we genuinely treat each other like family. We value teamwork, mutual respect, and a willingness to help one another.

This is a client-facing, on-site position that plays an important role in the day-to-day operation of our office. The ideal candidate is professional, dependable, detail-oriented, and able to work independently while also being a team player. Because our office serves clients with highly confidential financial and tax information, discretion, accuracy, and professionalism are essential.

Office Hours

Monday through Friday, 9:00 AM – 5:00 PM

Our office does not require regular overtime during tax season. However, as we approach the April 15th filing deadline, there may occasionally be a need for additional time to help the team catch up, such as staying a little later on a weekday or coming in for a limited amount of time on a weekend day. We strive to provide flexibility and reasonable advance notice whenever possible.

Responsibilities:

• Greet and interact professionally with clients as they enter the office and provide a welcoming first impression
• Answer a high volume of calls during peak seasonal deadlines using a multi-line phone system; screen, prioritize, and direct calls to the appropriate staff member
• Schedule and confirm client and staff appointments
• Assist financial advisor and tax preparers with administrative and client-service needs
• Organize, coordinate, and maintain physical client files and digital client document databases
• Scan, upload, and organize client documents within the firm's server and/or client portal systems
• Collate and organize tax documents for client delivery (digital or in-person)
• Coordinate electronic signatures for remote transactions and wet signatures for in-person transactions
• Send client invoices and collect payment
• E-file tax extensions and tax returns; training will be provided as necessary
• Sort and distribute incoming mail and outgoing correspondence
• Maintain office equipment and coordinate service or repairs as needed
• Monitor and order office supplies
• Maintain a clean, organized, and professional reception area and staff kitchenette
• Assist with administrative tasks, special projects, and other duties as needed
• Maintain strict confidentiality and exercise discretion when handling sensitive client information, both electronically and physically
• Collaborate with other team members and provide assistance when needed during periods of high workload

Required Qualifications:

• Minimum of two (2) years of general administrative or office support experience
• Professional demeanor and appearance appropriate for a client-facing financial services environment
• Courteous and concise verbal/written communication skills
• Excellent organizational skills and exceptional attention to detail
• Ability to prioritize and effectively manage multiple tasks and deadlines, especially during demanding peak filing seasons
• Ability to work independently, exercise sound judgment, and take initiative
• Strong computer skills, including data entry and Microsoft Office applications
• Ability to learn and effectively use specialized tax, accounting, document management, and client portal software
• Strong customer service skills and a genuine willingness to assist clients and coworkers
• Demonstrated discretion and understanding of the importance of protecting confidential financial and personal information
• Reliable attendance and punctuality are essential, particularly during tax filing deadlines and other peak periods
• Ability to remain organized, professional, and composed in a fast-paced environment during tax season
• A positive, cooperative attitude and willingness to step in and help other team members when needed

Preferred Qualifications

• Previous experience working in a tax, accounting, financial services, or professional services office
• Experience with client portals and document management systems, particularly Onvio Firm Management, Redtail CRM, and Docupace
• Bookkeeping experience with QuickBooks Online and/or QuickBooks Desktop
• Experience with Thomson Reuters UltraTax or other professional tax software
• Experience with electronic filing of tax returns and extensions

Tax practice experience is preferred but not required. Training will be provided to the right candidate.

What We Offer

We offer a competitive compensation package and full employee benefits, including:

• Health, dental, and vision insurance
• 401(k) with employer matching
• PTO/vacation/sick time
• Paid holidays

Compensation will be commensurate with qualifications and relevant prior experience, with consideration given to candidates who bring additional experience and skills applicable to the position.

How to Apply

For consideration, please submit your resume and cover letter. Please include your salary expectations or requirements with your application.

We are looking for someone who is interested in becoming a valued, long-term member of our team and who takes pride in providing excellent service to both our clients and coworkers.