Administrative Assistant

We are seeking a committed and detail-oriented Administrative Assistant to provide high-level support to our executive team while ensuring excellent client service and smooth daily operations. This role requires someone who demonstrates persistence in their work, strong commitment to the company, and dedication to client satisfaction. Beyond assisting the executive team, we are looking for a professional who values building long-term client relationships and contributing to a positive client experience.

Main Responsibilities
Email & Communication Management

• Review and respond to emails daily, prioritizing VIP clients.

• Share updates (e.g., tax returns/status) via Canopy or SharePoint.

• Acknowledge receipt with standard responses and coordinate with relevant departments.

• Set up meetings and escalate urgent matters to the Partner.

• Organize and save incoming documents, updating tasks in Canopy.

Meeting Scheduling & Preparation

• Schedule meetings with reminders sent 2 days in advance.

• Coordinate with tax/accounting for updates and prepare necessary information.
o For new clients: send organizer link, share collected info, and draft quotes.
o For existing clients: review the status of tax, accounting, and billing.

Post-Meeting Follow-Up

• Share meeting summaries and request pending documents from clients.

• Save meeting materials in the client folder and notify relevant teams.

• Escalate service requests to the sales team and ensure timely follow-ups.

Prospect & Client Follow-Up

• Request quotes from the sales team and follow up on progress.

• Ensure quotes are sent and remind prospects to sign them if delayed.

• Support the onboarding process: coordinate with department heads and introduce clients to teams via email.

• Follow up on pending information from clients or internal requests, sending reminders when necessary.

Internal Coordination & Calendar Management

• Support the Partner in coordinating with Tax, Accounting, and Payroll teams.

• Maintain organized calendars, avoiding scheduling conflicts with holidays or deadline weeks.

• Manage recurring meetings and ensure reminders are in place.

Tax & Accounting Administrative Support

• Assist with forms (POA 2848, W9/W8-BEN, EIN SS-4, Elections 8832/2553).

• Support with extensions, custom tax calendars, and tracking U.S. days for clients.

• Perform minimal accounting-related tasks.

General

• Uphold Jambrina's quality standards.

• Contribute to long-term client satisfaction through reliable support and communication.

• Perform additional administrative tasks as required.

Qualifications

• Bachelor's degree in Business Administration or related fields.

• 3–5 years of experience in administrative or executive assistant roles.

• Fully bilingual in English and Spanish.

Skills

• Strong commitment to client satisfaction and long-term relationship building.

• Excellent organizational, administrative, and office management skills.

• Effective communication, discretion, and attention to detail.

• Ability to adapt quickly and work well under pressure.

• Team player with solid Microsoft Office proficiency