Sr Administrative Assistant - Tax Operations

Job Summary

The Senior Administrative Assistant - Tax Operations provides high-level administrative, operational, and financial workflow support to the Senior Vice President of Tax and the tax department. This role manages day-to-day departmental operations, including processing invoices and checks, coordinating fixed asset data requests, assisting with unclaimed property financials, and managing relationships with external advisors. The ideal candidate handles sensitive financial data with high discretion, maintains complex leadership calendars, and ensures smooth tax compliance and operational execution.

Essential Functions

Financial & Tax Operational Support: Processes departmental invoices, routes check payments, inputs contracts into tracking systems, and maintains financial documentation for audit and compliance readiness.

Specialized Data & Vendor Coordination: Acts as the primary operational point person for third-party vendors on fixed asset data requests and tracks financial documentation for unclaimed property reporting.

External Partner Liaison: Serves as the key administrative liaison for external tax and accounting consultants, scheduling engagements, tracking deliverables, and facilitating information requests.

Calendar & Meeting Management: Manages complex executive calendars for the SVP of Tax, arranging high-priority internal/external meetings, conference room bookings, and coordination across time zones.

Document & Contract Administration: Prepares, reviews, and inputs tax agreements, engagement letters, and department contracts into corporate management tools while ensuring strict accuracy.

Project & Workflow Tracking: Tracks departmental milestones, coordinates routine tax compliance deadlines, and provides regular progress updates to tax leaders and stakeholders.

Travel & Expense Management: Coordinates travel arrangements for tax executives and prepares related expense reports and documentation in accordance with corporate policies.

General Administrative & Compliance Duties: Maintains organized filing systems for confidential tax and financial records, complies with privacy standards, and performs other duties as assigned. Maintains regular and reliable attendance.

Qualifications

High School Diploma or GED required

Bachelor's Degree preferred

3–5 years of experience in an administrative role required

Prior experience in a corporate or high-volume setting preferred

Knowledge, Skills, and Abilities

Financial Aptitude: Strong attention to detail with baseline understanding of basic financial administrative processes (invoice routing, check processing, contract tracking).

Software Proficiency: Advanced proficiency in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook) and Google Suite, with quick adaptability to financial/contract databases and ERP software.

Organization & Deadline Sensitivity: Exceptional organizational skills to track tax calendar deadlines, manage vendor inquiries, and handle multiple concurrent financial workflows.

Communication & Liaison Skills: Professional communication skills for interacting with senior corporate executives, external tax advisors, and regulatory/vendor contacts.

Discretion: Demonstrated integrity and discretion when handling sensitive corporate financial data, tax records, and executive communications.