Administrative Assistant at Sensiba LLP

San Ramon, California, United States -

Full Time

Start Date

Immediate

Expiry Date

28 Jan, 26

Salary

32.0

Posted On

30 Oct, 25

Experience

0 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Organizational Skills, Client Service Skills, Communication Skills, Problem-Solving Skills, Interpersonal Skills, Attention to Detail, Time Management, MS Outlook, MS Word, MS Excel, MS PowerPoint, Windows Explorer, Internet Research, Teamwork, Confidentiality, Adaptability, Creativity

Industry

Accounting

Description

At Sensiba, we’re more than just a Top 75 Accounting Firm — we’re a purpose-driven organization committed to making a meaningful impact for our clients, our people, and our communities. Recognized as a Top Workplace USA, we're proud of our culture of exceptional employee engagement, collaboration, and continuous growth. We help clients solve problems, navigate complexity, and build a foundation for sustainable success. Whether supporting fast-growing startups or established enterprises, we bring deep expertise and a people-first approach to every engagement. In 2018, Sensiba became a certified B Corporation (B Corp™) — a designation that reflects our commitment to using business as a force for good. This certification holds us accountable to high standards of social and environmental performance, transparency, and ethical governance. It’s not just a badge — it’s a reflection of how we operate, make decisions, and support our stakeholders. Summary: Sensiba is actively seeking an Administrative Assistant to work in a dynamic, fast-paced and innovative client service environment. The right person for this position must possess creativity, adaptability, thoughtfulness; the ability to think on one's feet, and above all, a dedication and passion for superior client service and teamwork. As a Tax Administrative Assistant, you will provide administrative support to our tax professionals, including partners, managers, and staff. You will assist with a variety of administrative tasks, such as document preparation, client communications, and general office tasks. You will play a vital role in maintaining organized tax files, scheduling client meetings, and managing correspondence to ensure timely and accurate tax filings. Your strong organizational skills and attention to detail will contribute to the success of our tax team and the satisfaction of our clients. Job Responsibilities: Meeting, Calendar, and Engagement Team Coordination: * Schedule appointments and arrange teleconferences with minimal to no supervision * Manage multiple calendars and assist with executive management meetings, conferences, conference calls, firm events and other types of meetings, with minimal or no supervision * Plan and coordinate internal and external meetings; administration including coordination of calendars, reserving appropriate meeting location, facility set-up, meeting materials preparation, attendance confirmations, coordination of refreshments/meals, note-taking at meetings (as needed), and post-meeting facility check/clean-up (Bay Area travel when necessary) * Project tracking, including setting up and maintaining a calendar of critical dates, events and personnel for each engagement * Participate in committee meetings and planning company events as required Business Development: * Enhance the success of key executives by "thinking outside the box" and proactively seeking ways and means to support the team * Pursue new and different requests; exploring opportunities to add value * Complete projects and special assignments by establishing objectives; determine priorities, manage time, gain cooperation and buy-in of others, monitor progress, applying sound problem-solving skills and making adjustments to plans when needed * Complete 20 Hours of Continuing Professional Education annually Communication and Outreach: * Maintain contacts, including periodic updates and ensuring the accuracy of contact information for each executive’s contacts in both Outlook and our CRM system * Follow up on contacts and support the cultivation of ongoing relationships * Prepare and track proposals and engagement letters, including proactive contact of team members to facilitate follow-up if needed General Administrative Support: * Assemble extensions and tax returns, quarterly projections, agency response letters and misc. tax forms * Compile, enter, and receive approved billing information for client invoices by Manager/Partner staff * Prepare monthly expense reports * Provide back-up support to other administrative team members during absences or high volume workload periods or as otherwise needed * Other projects and administrative duties as required or as assigned * Screen/handle incoming calls and emails, proactively and professionally address office matters, and escalate time-sensitive issues to Partners as needed; monitor and respond to occasional weekend emails as needed * Mentor and train less experienced staff * Organize and Scan sensitive information Qualifications: * High School Diploma or GED preferred * Minimum 1-2 years of relevant work experience required * Professional Service industry (i.e., CPA firm or Legal) preferred * Excellent MS Outlook, Word, Excel, PowerPoint, Windows Explorer and Internet research skills * Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail * Very strong interpersonal skills and the ability to build relationships with stakeholders, including Partners, Staff and other administrative team members * Courteous and professional written and verbal communication skills * Demonstrated proactive approach to problem-solving with strong decision-making capability * Highly resourceful team-player, with the ability to be extremely effective while working independently * Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced, high-pressure, and deadline driven environment * Ability to maintain confidentiality and handle sensitive information with discretion * Forward-looking thinker, who proactively seeks opportunities and proposes solutions * Strong client service skills * Professional and positive demeanor and approach * Previous experience supporting multiple individuals with the ability to multi-task and identify priorities * Ability to efficiently work both collaboratively and independently in an in-office environment * Ability to work overtime when needed, including weekends during busy season Compensation: This role offers a competitive base salary along with a comprehensive benefits package. Salary ranges for U.S.-based positions are determined by geographic location and fall into one of three pay zones, which reflect the cost of labor in that area. The anticipated salary ranges for this position are outlined below and are subject to change: * $26.00 - $32.00/hour When determining compensation, we consider a variety of factors such as a candidate’s professional experience, skills, and qualifications. Please note that final offer amounts may vary from the ranges listed above and may be adjusted over time. Benefits: There are many reasons to join the Sensiba team: generous benefits, competitive compensation, professional advancement opportunities, and above all — our people. If you're looking for an environment that offers you growth, success, and professionalism without compromising your family, passions, and life outside of work, apply today! Sensiba has a robust offering of benefits, including:  * Comprehensive Health Coverage – Medical, dental, and vision. * Retirement & Financial Planning Support – 401(k) with match, financial wellness programs. * Generous Paid Time Off – Vacation, sick time, holidays, and volunteer days. * Flexible Work Arrangements – Hybrid or remote options, flexible hours. * Performance-Based Bonus – Recognition for your contributions through discretionary bonuses. * Professional Development Opportunities – Tuition reimbursement, certifications, mentorship. * Career Growth & Internal Mobility – Clear paths for advancement and role transitions. * Inclusive & Supportive Culture – DEI initiatives, employee resource groups, wellness programs. At Sensiba, we believe that diversity drives innovation. We provide equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability, or genetics. In addition to federal law requirements, Sensiba complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training. Sensiba expressly prohibits any form of workplace harassment based on race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status. Improper interference with the ability of Sensiba employees to perform their job duties may result in discipline up to and including discharge.

Responsibilities

The Administrative Assistant will provide administrative support to tax professionals, including document preparation, client communications, and maintaining organized tax files. This role is vital for scheduling client meetings and managing correspondence to ensure timely and accurate tax filings.