Administrative Assistant

Location: Syracuse, NY | On-site
Department: Administrative
Type: Full-Time

Job Summary

This position provides administrative support to assigned Partners, Principals, Managers, and other staff across the Firm’s business lines. Responsibilities include assisting with and processing billing and expenses for client engagements, as well as monitoring and managing data. You will also support hospitality functions and assist with overflow administrative tasks as needed. The role requires coordination and communication while adhering to the Firm’s strict deadlines and policies, along with providing support for various other administrative duties as assigned.

Primary Responsibilities:

  • Performs typing preparation of financial statements, related letters, proposals, and presentations for client engagements. Maintains, organizes and coordinates client records in accordance with company policies.
  • Maintain expertise in firm billing procedures and software, adhering to billing deadlines. Processes invoices for client engagements, performs billing tasks and enters expenses for invoice preparation and system tracking for all client engagements and other miscellaneous expenses. 
  • Responsible for hospitality, administrative assistance workflow overflow, document preparation, scanning/profile, word processing, and more.
  • Prepares hard copies and digital tax organizers and engagement letters for delivery to clients.
  • Prepares service proposals and client presentations in conjunction with Partner/Managers in accordance to agreed deadlines.
  • Maintains filing systems as assigned.
  • Responds to and resolves administrative inquiries and questions.
  • Effectively communicates, coordinates and organizes responsibilities among departments to meet required deadlines.
  • Prepare/assist with Audit Department confirmations.
  • Provided backup support of sorting/distributing incoming mail, ordering office supplies, etc. 
  • Miscellaneous administrative tasks in office as requested (i.e. scanning, copying, kitchen duties).
  • Coordinates, schedules and ordering of meals for staff and events/meetings at office. Assist in setting up for events/meetings. 
  • Generates and distributes routine system reports for assigned Partners/Managers/Principals and staff relating to client engagements and activity tools to various business units.

Additional Responsibilities:

  • ​​​​​Ability to cross-train administrative tasks throughout the firm’s various business lines to provide support and additional capacity as needed. 
  • Adheres to the highest degree of professional standards and strict client/firm confidentiality.
  • Ability to multitask with flexibility as administrative tasks and business needs change throughout the various business units of the firm.

Qualifications Required:

  • A minimum of three years of relevant administrative support experience.
  • A minimum of an associate’s degree or a high school diploma, GED with equivalent work experience.
  • Experience in office methods and procedures, filing, scanning, and office equipment, as well as business English usage, spelling, grammar, and punctuation.
  • Proficiency in Microsoft Word, Excel, Teams and Outlook. Proficiency in PowerPoint preferred.
  • Dependable, reliable, and a strong attention to detail with the ability to self-review.
  • Excellent verbal and written communication skills, including excellent grammar and punctuation.
  • Exhibit the ability to effectively multi-task, meet deadlines, and provide solutions in a fast-paced office setting.
  • A sense of accountability for working independently and proactively.
  • Are comfortable working in the office every day.

Hours Of Operation:

  • This is a full-time, in office, hourly position 
  • Our office hours are from 8:00 a.m. until 5:00 p.m. Monday through Friday.
  • Ability to work additional hours will be needed at peak times

Why FustCharles?

At FustCharles, we offer more than just a job. Our people-first environment emphasizes professional excellence while valuing personal well-being and work-life balance.

What we provide

  • Competitive compensation and performance-based growth opportunities
  • Generous paid time off, and a firmwide July 4th shutdown week
  • Comprehensive benefits package (medical, dental, vision, 401(k), EAP)
  • A variety of firm events, wellness initiatives, and team-building activities
  • Community involvement and volunteer opportunities
  • A flexible, people-focused workplace where your voice is heard
  • Paid Parking

Compensation: $24 - $28.85/hourly 

The listed compensation range is intended as a general guideline. Final compensation will be determined based on a variety of factors, including experience, education, skills, and alignment with the needs of the role.

 

Apply Online

Or submit your resume in confidence to Barbie DiAngelo – bdiangelo@fustcharles.com 
 

FustCharles LLP is an Equal Opportunity Employer

*By submitting your resume, transcript and other pertinent information, you authorize FustCharles LLP to share said information with firm personnel involved in recruiting and, specifically, those who participate in your interview, should one take place.*