Executive Assistant/Client Support Receptionist

Imagine yourself sitting behind the desk that acts as the central hub of a busy business offering legal, tax and financial services.

You are frequently the first personal contact for prospective clients either over the phone or in person for an office visit (post COVID 19) or over Zoom. The impression you make could mean the difference between a prospective client saying, “When can we get started?” vs “I’ll think about it.” But it is far from simply being pleasant on the phone. You have to confidently answer questions knowledgeably and with the intent of conveying the excellence and uniqueness of our multifaceted operation.

Then comes a call from an established client.

They need a document sent to their financial advisor who works in concert with their legal and tax team members—all part of our coordinated practice. The expectation is that talking to you means the ball will get rolling. You either take care of it yourself, or you reach out to the appropriate colleague.

Then you move on to your other responsibilities which include updating the client database, scheduling appointments for the attorneys and CPAs, making travel arrangements, transcribing, and distributing minutes from meetings, coordinating Zoom calls, assembling tax packages (during tax season) etc. At which point a client arrives and you must drop everything to greet and welcome them to the office.

Multi-tasking is what this job requires, so excellent organizational skills are essential. Critically important personal interactions begin as soon as a client walks in the door. A genuine desire to establish a comfortable rapport with the client becomes your primary objective. If you know them, you respectfully inquire about their wellbeing and maybe family. As the day progresses, you are continually switching hats.

This is not a boring job. It requires a lot of energy. But you will be working with an equally dedicated group of professionals who are also working hard.

When Alice (the woman you will be replacing) first interviewed for the job, she said she didn’t like being bored. Her days flew by. 17 years later, she was never bored, but it was time to retire and now we are seeking someone to fill her very large shoes.

We understand that it will take time to grow into the position—we know there will be a learning curve, but with initiative and hard work we are confident the job will be rewarding.

Who Are We?

We are a 30+-year-old CPA firm that prepares 760 tax returns; a law firm that drafts wills and trusts and estate administration with 2,851 wills already prepared; a life insurance firm; and a registered investment advisory firm (RIA) that along with our strategic joint venture partners manages low-cost index investments. Our money management clients enjoy the combination of excellent investment services and advice, and our tax-savvy strategic retirement and estate planning advice for a fee of 1% or less of invested assets. The RIA is our fastest-growing firm. We have roughly $740 million under management and are growing at between $50 and $60 million per year. For candidates who do not know what that means, it is in the top 2% of all advisors.

It is always better to work for a successful company that offers a great service. I can confidently tell you that our CPAs and attorneys are about as good as you will find in the IRA and retirement plan area. We also work with great money managers to offer clients and prospective clients a complete array of financial services. Since the pandemic, our business is booming.

Our firm is unique in many respects. But among the biggest differences with many law/financial firms is that we put a heavy emphasis on content marketing—we strive to educate, inform, and guide our clients into a comfortable and secure retirement. Prospective clients and established clients love our webinars, our eight best-selling books, the reprints from 36 appearances in the Wall Street Journal, regular newsletters, articles, etc. An emphasis on “pre-education” means people are inclined to like us and do business with us before even meeting us. Generally speaking, our clients are very respectful towards the professionals and the support staff in the office. They recognize that our operation thrives because of our teamwork.

Since the pandemic, we have been holding webinars on a national basis and getting between 15 and 45 prospects to “raise their hand” to inquire about appointments. One of the most important aspects of the Client Services Coordinator’s job is to turn those inquiries into appointments.

We fully recognize how important your role is. We want to hire someone who wants a dynamic career with a good salary and full benefits. For the right person, there will be opportunities to advance and develop new skill sets. But for the immediate future, we are looking for someone who wants to commit to be the central cog in the hub of our activities.

We offer highly competitive wages, a company 401(k) plan, medical, dental, vision, disability, and life insurance.

You might ask if it is such a great place to work, do employees tend to stay or is there constant turnover. Occasionally we hire someone who turns out not to be a great fit, but the majority of our team not just have great jobs, they have great careers as evidenced by how long they have been with us. Long time employees include: Glenn Venturino, CPA, 30 years; Steve Kohman, CPA, CSEP, CSRP, 25 years; Matt Schwartz, Esq., 19 years; Shirl Trefelner, CPA, CSRP, 7 years; Karen Mathias, Esq., 12 years; Daryl Ross, Paralegal, 22 years; Diane Markel, CPA, MBA, 21 years; Donna Master, Bookkeeper, 23 years; Carol Palmer, Writing Consultant, 10 years.

Do We Have a Secret Agenda?

We also get great results protecting our clients from massive taxation—pay taxes later, and only as much as you have to! We teach our charitable techniques all over the country to help other CPAs, attorneys, and financial advisors provide better guidance for charitable planning.

OK, enough of the sales pitch for the job. What other attributes do we believe a successful candidate will bring to this position?

In addition to confident interpersonal skills and a genuine desire to help our clients, a successful candidate will have the ability to juggle and prioritize multiple tasks and/or projects simultaneously to effectively prioritize workflow.

They would be required to think ahead and anticipate needs from the most mundane to the most complicated and exercise initiative, judgment, and decision making with minimal supervision. Punctuality, conscientiousness, and discretion—you will be responsible for highly confidential information—are essential.

They should possess an entrepreneurial mindset with a ‘no job is too small’ mentality, to execute business projects from start to finish with a genuine desire to proactively grow the business.

This position does require your presence in our Sq. Hill office every day. We are one block off the parkway and there is almost always free street parking if you are willing to walk a block.

Send personalized cover letter and resume to:
Matt Schwartz, Esq.
2200 Murray Avenue
Pittsburgh, PA  15217
matt@paytaxeslater.com

SUMMARY OF ESSENTIAL JOB FUNCTIONS:

  • Answer and manage incoming calls and in-person client interactions by effectively assessing each individual’s personality type and establishing an appropriate rapport. Taking a vested interest in clients and genuinely caring about their comfort and satisfaction with our services is paramount.
  • Communicate regularly and directly with clients on behalf of the CPAs and lawyers in the office.
  • Be responsible for maintaining the calendar and schedule of James Lange, the executive proprietor, as well as acting as his executive assistant when needed.
  • Help convert prospective clients into established clients.
  • File and retrieve documents and reference materials.
  • Scan documents and organize them electronically.
  • Maintain client files to accurately document client interaction and case updates via case management software. This particular responsibility is critical. Accurately monitoring the progression from prospective client to established client is essential for growth and client confidence.
  • Conduct research, collect, and analyze data to prepare reports and documents.
  • Manage and maintain calendar and contacts for attorneys and CPAs, including making travel arrangements when needed.
  • Arrange and coordinate meetings and events, sometimes in conjunction with other staff members.
  • Record, transcribe and distribute minutes of meetings.
  • Edit and finalize letters from rough drafts or dictations and send out via FedEx or other mail services.
  • Treat all staff and clients with professionalism and respect, and willingly collaborate on projects as needed.
  • Coordinate project-based work, as assigned.
  • Review operating practices and implement improvements where necessary.
  • Coordinate Zoom calls.
  • Coordinate attorney firm- and client-related meeting set-ups and logistics.
  • Prepare “tax packets” after the CPAs finish tax returns (most intense during tax season).

EDUCATION AND EXPERIENCE:

  • Associate degree preferred.
  • 3+ years of professional service administrative experience. We prefer candidates to have at least three or more years working as an Office Manager, Administrative Executive and/or Personal Assistant.
  • Knowledge of standard office administrative practices and procedures.
  • Proficient computer skills and in-depth knowledge of relevant software such as MS Office Suite, and Cloud document management.
  • Knowledge of basic corporate management and legal structures.
  • Knowledge of office management systems and procedures.
  • Outstanding organizational and time management skills.
  • Ability to multitask and prioritize daily workload.
  • Excellent customer service and excellent verbal and written communications skills.
  • Proficiency in MS Office and Outlook required, knowledge of case management system preferred—but we will train on our system.
  • Ability to multitask and manage changing priorities with a positive attitude especially in time-pressured situations.

REQUIREMENTS:

  • Ambitious self-starters only. Must be bright and hardworking, a fast learner, attentive to detail, and extremely organized. Attitude is everything!!
  • Special skills/abilities/competencies required: MS Word, Excel, PowerPoint preferred.
  • Excellent organizational and planning skills.
  • Expert communication and sales skills.
  • Information gathering and monitoring skills.
  • Problem analysis and problem-solving skills.
  • Great judgment and decision-making ability.
  • High-level of initiative.
  • Extreme sense of discretion and confidentiality.
  • A team player.
  • Attention to detail and accuracy.
  • Adaptability to changing priorities and environment.

If you are looking for an exciting opportunity in a growing firm and want to work directly with a small group of intelligent and dedicated professionals, we want to meet you.

If you are interested, please send us a cover letter that elaborates on how your strengths fit with our needs and a resume. Thank you.

Send personalized cover letter and resume to:
Matt Schwartz, Esq.
2200 Murray Avenue
Pittsburgh, PA  15217
matt@paytaxeslater.com