Admin Job Description

About the Individual

• A San Jose State grad with a B.A. in Design Studies, creativity has been a big part of their approach to problem-solving and communication.
• They started in customer service, developing great people skills and learning to stay calm and solution-focused.
• They joined Sensiba LLP as the front desk admin, supporting the tax team at the Pleasanton headquarters and acting as the face of the company.
• High level administrative support was provided and the office was managed.
• Within a year, they supported seven tax managers and their executive assistants directly.
• They value the supportive culture at Sensiba but seek a new challenge for growth.

Biggest Strengths

• Communication is a key strength, keeping teams aligned and clients informed.
• They are clear, proactive, and ensure everyone is on the same page.
• They excel in project management, supporting multiple departments as a Tax Admin.
• They use Outlook, Excel, and Monday.com for automation and tracking.
• They are adept at juggling tasks, staying flexible, and anticipating needs.

Managing Multiple Priorities

• During tax season at Sensiba, managers and multiple departments were supported.
• Time was blocked in their calendar for focused work, similar tasks were grouped, and checklists were used.
• They planned, communicated early, and kept managers less overwhelmed through behind-the-scenes organization.

Handling Change

• In the event of the unexpected, they remain calm and move to solution mode.
• When a guest speaker canceled, they quickly updated the agenda and materials.
• The focus was successfully pivoted to networking and team connection.
• Being flexible, communicating clearly, and maintaining a positive attitude are key.

Mistakes and Lessons Learned

• A past mistake involved not being proactive with communication regarding late client documents.
• This led to a last-minute scramble, causing unnecessary stress.
• They now stay ahead of potential issues and give early heads-up warnings.

Interest in Armanino

• Armanino's forward-thinking, dynamic culture, particularly its Purpose, Values, and Anchors (PVAs) are appealing.
• The company's focus on innovation and people-centric values is also appealing.
• Armanino’s commitment to making a positive impact beyond business resonates with a belief in lifelong learning and development.
• They value Armanino's strong values that are actively integrated into operations and culture.

Where They See Themselves in 5 Years.

• They envision being in a role where their work is valued, whether through direct advancement or internal opportunities.
• The goal is continuous learning and evolving to be the best version of themselves.

Interest in the Executive Operations Administrative Assistant Role at Armanino

• The role aligns with their skills and experience in supporting multiple teams and managing various tasks.
• They appreciate Armanino's collaborative environment and connecting with their values.
• They aim to streamline processes and contribute to innovation and people-first culture.

Experience Managing Calendars

• They manage complex calendars, using a visual approach to stay organized and track details.
• They use Microsoft Outlook to manage their own and their executives' calendars and stay on top of availability.
• Meetings are coordinated for seven tax managers, each with unique schedules.
• They also use Monday.com to manage detailed tasks, breakdown projects, track deadlines, and use Excel for tracking tasks and project timelines.

Handling Conflicting Priorities

• Planning, staying adaptable, and regular communication are very important.
• During tax season, they supported seven managers and multiple departments by using checklists to block out time.
• They made sure to check in with the executive assistants regularly, which helped to keep everyone aligned.

Event Coordination

• They successfully coordinated a business luncheon by creating a checklist to identify and capture key details for John Sensiba and the CEO.
• This included the purpose, date, time, location, attendees, food allergies, ADA accommodations, and special requests for the event.
• They used streamlined communication, an Excel sheet, and regular check-ins to ensure every detail was covered.

Maintaining a Positive First Impression

• Acknowledging the person, and letting them know of the accessibility for follow up or future questions is important.
• Empathy is important to use to understand what they have to say and where its coming from.
• Listening carefully, taking notes, and confirming receipt of their message ensures alignment and appropriate responses.

Familiarity with Microsoft Office Applications

• They are extremely familiar with Microsoft Office, using it daily for various tasks.
• Outlook is essential for managing emails, scheduling meetings, and coordinating teams.
• It is used to stay on top of everything, to keep their calendar organized with automated task blocks.
• They use Excel for project management to track detailed information, manage deadlines, and stay organized across multiple tasks.