Entry Level Executive Assistant and Office Administrator

About CBTax

CBTax is an award-winning, global R&D consultancy firm specializing in R&D Tax Credits, Section 174, Cost Segregation, and other tax incentives.

About the Role

CBTax is seeking a highly organized, detail-oriented, and motivated Entry-Level Executive Assistant & Office Administrator to provide direct administrative and operational support to the CEO and COO. This role is ideal for someone eager to learn, proactive, professional, and interested in building a career in executive support, office administration, and business operations.

In this position, you will work closely with the CEO and COO to:

• Manage schedules
• Coordinate meetings
• Organize communications
• Prepare documents
• Assist with day-to-day administrative and operational priorities, including supporting the operations of the New York City office.

You will help ensure executive leadership stays organized, competing priorities are managed effectively, and daily business operations run smoothly.

Key Responsibilities

• Provide hands-on administrative support for client engagement and business documentation.
• Assist with the preparation and drafting of engagement letters.
• Organize client records.
• Maintain accurate databases and internal files.
• Enter and update data.
• Review documents for completeness and accuracy.
• Organize client information.
• Keep the CRM system updated with accurate and current information.
• Maintain virtual filing systems.
• Support the timely preparation and distribution of business correspondence and other administrative materials.
• Coordinate office supplies and resources.
• Maintain organized electronic records.
• Assist with meeting preparation.
• Manage incoming communications.
• Support general office logistics for the New York City office.
• Assist with compiling information.
• Prepare reports.
• Track administrative tasks.
• Improve internal processes to promote efficiency and accuracy.

Requirements & Tech Stack

• Proficiency in Microsoft Word, Excel, Outlook, and PowerPoint or similar productivity tools.
• Familiarity with CRM systems, virtual filing systems, and document preparation is an asset, but not required.

Qualifications

• College or university degree preferred.
• Strong organizational, multitasking, written, and verbal communication skills, with excellent attention to detail.
• Ability to work in a fast-paced environment, manage competing priorities, meet deadlines, and maintain accuracy under pressure.
• A proactive, professional attitude with a willingness to learn, take initiative, solve problems, and contribute to a collaborative team environment.
• Ability to handle confidential business and client information with discretion and professionalism.
• Dependable, adaptable, and comfortable managing multiple responsibilities.
• Strong judgment.