Company Overview

OnaWay is a locally owned CPA firm headquartered in Northampton, Mass with a second satellite location in Greenfield, Mass. With over 1400 clients and two locations we offer the nimbleness of a small firm with the opportunity and environment of a modern firm. Enjoy our brand-new office in trendy Northampton, while using the best technology money can buy to serve your favorite locally owned business or individual take control of their money so they can live better. We do this by offering advisory, tax, accounting and coaching to our clients, developing lasting relationships through thick and thin. We are dedicated to living and serving those in our hometowns, being loyal teammates and serious about our careers.

Position Overview

This is a full-time position of 32-40hr per week position, eligible for full company benefits, based mainly in our Northampton, Mass location. During mid-January through April 15th each year, 2 days a week will be based in our Greenfield location. Office hours are Monday-Friday 8:30-5:00 and requires in office presence.   

Mission

The mission of the Administrative Assistant is to be the smiling first impression for clients and an invaluable asset to our busy team. We want someone who takes pride in their work and seeks to form meaningful relationships. Someone everyone comes to because you love people, are reliable, stable, super organized, consistent, and exude character. This isn’t a J-O-B, we’re looking for someone who takes their work very seriously and is looking for a work family. We know how vital your role is to the healthy functioning of our firm because we have experienced not having you. Without you the wheels fall off.  

There is plenty of variety in this position as tasks vary from week to week based on client need and seasonality. We work hard in the winter and get to play in the summer. We want contributors and collaborators to bring the best of themselves to join us in creating the best we can be for others. If you are looking to advance into other areas of the firm, this is an excellent way to do so.  

Responsibilities

  • Running critical office activities
    • Organize client data
    • Maintain client database
    • Assemble client deliverables, paper/electronic
    • Manage bulk mailings
    • Process all communications (mail, e-mail, voice-mail, etc.) in and outgoing
    • Social media and client outreach communications
    • Scanning, supply ordering
  • Customer care, in-person, phone and email
    • Assist clients with sending/receiving data
    • Assist clients with our online portal technology
    • Schedule appointments and virtual meetings
  • Workflow/project tracking
  • Light bookkeeping & payroll

Proficiencies

Knowledge: Previous experience as an independent, self-directed key administrative role in a busy, deadline driven professional environment doing the responsibilities outlined above. Preferably in an accounting, law or financial advisory firm directly serving the partners or owners of the firm.

Quality Communication: Must have excellent verbal and written communication skills. We take a casual approach to our interactions with folks yet keep the quality top-notch. Must be able to keep track of multiple jobs and follow-up in a respectful, appropriate manner keeping things moving along.

High Level of Discretion: You will regularly work with confidential information, discretion and sensitivity is a must. Chances are you’ll know the people and businesses and we take their privacy very seriously.

Anticipating Needs: Who wouldn’t love someone whose always one step ahead of helping them? Be that person! We want someone who strives to anticipate needs and eliminate friction whenever possible.  Willingness to work beyond your immediate job description and adapt to shifting priorities. That person who asks if you need anything before running out the door.

Technology Lover: We love our software and have lots of it. With clients all over the country and a fully capable remote setup embracing technology is a must for this firm. We’re seeking someone who can teach us how to best use our Office365, social media platforms and internet-based phone system and we’ll teach you our robust CPA firm specific software. If you love tech; we have plenty of it to sink your teeth into.

REQUIREMENTS:

  • Education: Associates, bachelors or significant prior administrative experience
  • Experience: 5+ years admin experience in a professional services environment, executive assistant experience a plus
  • Job Type: 32-40hrs per week, hourly position. Benefits include, health, IRA with 3% match, LT disability, life insurance and generous PTO.
  • Rate: $17-$20 per hour based on experience
  • Start Date: immediate with some flexibility
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