Job Description
Administrative Assistant
Department: Tax
Employment Type: Full Time
Location: San Jose, CA
Reporting To: Julie Kahoalii
Compensation: $25.00 - $27.00 / hour
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.
Please note that this role requires someone in office 5 days of the week.
Key Responsibilities
- Manage multiple executive calendars, schedule appointments, and coordinate internal and external meetings, conferences, and events.
- Plan meeting logistics, including venue arrangements, materials, attendee coordination, refreshments, and follow-up activities.
- Track engagement milestones, critical deadlines, and project-related activities to support team organization and execution.
- Maintain accurate client, prospect, and executive contact information within Outlook, CRM, and firm systems.
- Prepare, track, and coordinate proposals, engagement letters, and other client-facing documents to ensure timely follow-up.
- Support tax and administrative processes by assembling returns, extensions, client workpapers, invoices, and related documentation.
- Manage client records and document workflows, including scanning, filing, TaxCaddy uploads, status tracking, and maintaining organized electronic and physical files.
- Update client and tax return statuses in Workflow to track document receipts and notify staff when files are ready for preparation.
- Process certified mail and time-sensitive correspondence, including preparing mailings, tracking deliveries, and visiting the post office as needed.
- Provide proactive administrative support by handling communications, resolving routine issues, supporting special projects, and assisting with firm events and committee initiatives.
- Collaborate across teams by sharing workload, supporting deadlines, and identifying opportunities to improve processes and add value.
- Lead efforts in handling all client paper processing needs including intake of physical client documents and processing of paper assembly deliverables.
Skills, Knowledge and Expertise
- High School Diploma or GED
- Minimum 1-2 years of relevant work experience
- 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 with the ability to manage multiple priorities and deadlines.
- Professional written and verbal communication skills with a client-service mindset.
- Proven ability to build effective relationships with clients, leaders, and team members.
- Proactive, resourceful, and solutions-oriented with sound judgment and attention to detail.
- Ability to handle confidential information with discretion and professionalism.
- Collaborative team player who can work effectively both independently and across teams.
- Adaptable and dependable in a fast-paced environment with changing priorities.
- Ability to work overtime when needed, including weekends during busy season
Compensation & Benefits
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 hourly ranges for this position are outlined below and are subject to change:
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.
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:
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Comprehensive Health Coverage – Medical, dental, and vision.
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Retirement & Financial Planning Support – 401(k) with match, financial wellness programs.
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Generous Paid Time Off – Vacation, sick time, holidays, parental leave and volunteer days.
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Flexible Work Arrangements – Hybrid or remote options, flexible hours.
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Performance-Based Bonus – Recognition for your contributions through discretionary bonuses.
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Professional Development Opportunities – Tuition reimbursement, certifications, mentorship.
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Career Growth & Internal Mobility – Clear paths for advancement and role transitions.
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Inclusive & Supportive Culture – DEI initiatives, employee resource groups, wellness programs.
