Administrative Assistant
Role Overview
The Administrative Assistant coordinates scheduling, logistics, and documentation for internal events, meetings, and department initiatives within the Department of Excellence. This mid-level role involves supporting HR, Communications, and Learning & Development teams to ensure seamless project execution and communication across the organization. The hire will impact operational efficiency by managing calendars, preparing materials, and tracking project milestones.
Perks & Benefits
This remote role offers guilt-free flexibility with normal office hours, though some weeks may exceed 40 hours. Benefits include health, dental, and vision insurance with fully paid employee options, company-paid life and long-term disability insurance, and a 401(k) plan with employer contributions. Career growth is supported through professional development opportunities like access to Becker and LinkedIn Learning, within a collaborative and inclusive workplace culture.
Full Job Description
Abacus!, is hiring! Abacus! is an independent, full-service accounting and advisory firm specializing in accounting and consulting services for businesses and individuals. Join a rapidly growing organization with a strategic vision and dynamic plan
We are seeking an Administrative Assistant to join our team.
We are committed to fostering a supportive and inclusive workplace where every
team member can thrive. Apply today to be part of a company that values its
people and their contributions!
Objective:
The Administrative Assistant plays a vital coordination role within the Department of Excellence. Supporting initiatives across HR, Communications, Learning & Development, and Business Support, this position ensures the seamless execution of internal events, meetings, and department initiatives. The ideal candidate is highly organized, detail-oriented, and proactive in facilitating communication and managing logistics for multiple projects.
Essential Functions:
Manage departmental calendars and coordinate scheduling for internal meetings and events to ensure timely communication and alignment across teams.
Organize logistics for internal trainings, workshops, and department-led initiatives, including venue setup, materials preparation, RSVPs, and day-of coordination.
Maintain accurate project documentation, including agendas, notes, checklists, and timelines, ensuring accessibility and consistency.
Support department leadership by preparing meeting materials, capturing notes, and tracking action items.
Draft and distribute internal communications such as reminders, updates, and summaries to support departmental transparency.
Track project milestones and deadlines, follow up with responsible parties, and maintain status tracking tools.
Provide front desk support during peak periods, especially during tax season, to ensure smooth reception operations and excellent client service.
Collaborate with internal teams to support cross-functional efforts through administrative or logistical assistance.
Assist in collecting and summarizing feedback from events and initiatives to support process improvement.
Perform additional administrative tasks as needed to ensure efficient operation of the Department of Excellence.
Competencies:
Organizational Excellence: Skilled in maintaining schedules, records, and task coordination with precision.
Communication: Strong verbal and written communication with attention to professionalism.
Collaboration: Works effectively with diverse teams, fostering a cooperative and respectful environment.
Attention to Detail: High accuracy and quality in all forms of documentation and correspondence.
Problem Solving: Takes initiative to address issues and support ongoing process enhancements.
Adaptability: Thrives in a fast-paced environment and adjusts effectively to changing priorities.
Professionalism: Maintains confidentiality and upholds company values in all responsibilities.
Supervisory Responsibility
This position has no supervisory responsibilities. The Administrative Assistant will report to the Project Excellence Support Coordinator.
Position Expectations & Work Environment
This is a full-time hourly, non-exempt position. While performing the duties of this job, the employee works normal office hours (with guilt-free flexibility). Some weeks over 40 hours will be required.
Location & Travel
Based in Springfield, MO, but also serve employees in all Abacus! physical locations and those working remotely.
Required Education & Experience
A high school diploma or equivalent is required. An associate or bachelor’s degree is preferred. Candidates should have a minimum of two years of experience in an administrative or receptionist role.
Physical Demands
The physical demands described are representative of those necessary for an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to talk or hear. Specific vision abilities required by this job include close vision and ability to adjust focus. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
This job description does not list all the duties of the job. You may be asked to perform other assignments and duties. You will be evaluated in part based on your performance of the tasks listed in this job description.
Abacus!, one of the fastest growing firms in the regional area, is wholly dedicated to helping our clients achieve their financial objectives while also allowing our employees to reach their greatest potential. Our team of Abacus Professionals provide a distinctive level of service in tax, audit, accounting, and business consulting. Our passion for our clients and employees is the driving force behind all our work and the reason we are recognized as an entrepreneurial leader.
Your Abacus Experience: You’ll find that things are distinctively different here at Abacus, and we’re proud of it. We center on one key component: people. We foster an environment of growth, trust, and confidence and you’ll see it in daily interactions, hear it regular conversations, and live it as part of our Abacus Culture.
Our Award-Winning Firm: We’re proud to be recognized by local, regional, and national organizations for our distinctive culture, great work environment, and our focus on ethics, quality and economic impact. Abacus’ distinctions include:
Inside Public Accounting’s Top 300 Firm in the U.S. #280 – 2024
An Inside Public Accounting’s Fastest Growing Firm in the U.S. - 2024
Accounting Today’s No. 16 Fastest-Growing Firm in the U.S. – 2024
An Accounting Today’s Top Regional Leader in the Midwest – 2023, 2024
Inside Public Accounting’s Best of the Best Firms – 2023
A Biz 417’s Best Place to Work – 2021, 2022, 2023, 2024
An Accounting Today’s Top 100 Best Firms to Work For – 2009, 2010, 2020
2021 Better Business Bureau Torch Award Recipient – highlighting ethics and quality
Finalist for Springfield Business Journal’s Economic Impact Awards – 2021, 2023
For more information, please visit: AbacusPro.com
We are excited to invite talented individuals to join our dynamic team!
In addition to a rewarding career, we provide a robust benefits package, including:
Health, Dental, and Vision Insurance (with options for fully paid employee only coverage for health and dental)
Company-Paid Life and Long-Term Disability Insurance
Ancillary Benefits such as supplemental life insurance and short-term disability options
Classic Safe Harbor 401(k) Plan with employer contributions
Opportunities for professional growth, learning, and development including access to Becker and LinkedIn Learning
We are committed to fostering a supportive and inclusive workplace where every team member can thrive. Apply today to be part of a company that values its people and their contributions!
“Abacus!”, an independent member of the Crete Professionals Alliance, is the brand name under which Abacus CPAs, LLC and Abacus Business Consulting, LLC provide professional services. Abacus CPAs, LLC and Abacus Business Consulting, LLC practice as an alternative practice structure in accordance with the AICPA Code of Professional Conduct and applicable laws, regulations, and professional standards. Abacus CPAs, LLC is a licensed independent CPA firm that provides attest services to its clients, and Abacus Business Consulting, LLC provide tax and business consulting services to their clients. Abacus Business Consulting, LLC is not licensed as a CPA firm. The entities falling under the Abacus! brand are independently owned and are not liable for the services provided by any other entity providing the services under the Abacus! brand. Our use of the terms "our firm" and "we" and "us" and terms of similar import, denote the alternative practice structure conducted by Abacus CPAs, LLC and Abacus Business Consulting, LLC.
Crete Professionals Alliance is an equal opportunity employer, considering all
applicants for employment regardless of race, color, religion, sex, gender identity,
pregnancy, national origin, ancestry, citizenship, age, marital status, physical
disability, sexual orientation, genetic information, or any other characteristic
protected by state of federal law.
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