Tax & Investment Administrative Assistant

Job Description:

Provide administrator assistance to Ashurst Perkins Coie US LLP’s Investment Accounting and Tax teams by partnering with internal Finance team members and communicating with current and former attorneys.

ESSENTIAL FUNCTIONS

These essential functions are primary job duties that incumbents must be able to perform unassisted or with some reasonable accommodation.

Reports to the Investment Accounting Manager for all financial aspects related to internal investment entities including:

• Acting as backup for the Investment Accounting system.

• Maintaining the CRM and investor portal interactions and responsible for uploading investor communications to investor portals.

• Managing a high-volume shared mailbox, ensuring all inquiries are promptly addressed, items are routed to the appropriate team member, responses are accurate, and the mailbox remains organized to maintain seamless communication, searchability and operational efficiency.

• Preparing, tracking, coordinating investment capital calls and distributions and serving as support for all investment opportunities.

• Maintaining investor information and change requests in manual recordkeeping systems, CRM and investor portals.

• Requesting and coordinating investor transfers of interest.

• Preparing and coordinating verification of investor bank information.

• Organizing, gathering and inputting data for team calendars and trackers.

• Gathering signatures, either wet or through DocuSign, to execute legal documents or validate tax filings, organizing and filing all signed documents.

• Researching and communicating necessary information to current and former attorneys via e-mail and online reporting hubs.

• Monitoring physical mailboxes as well as managing all aspects of outgoing mail, including but not limited to multi-jurisdictional tax filings and communications to partners.

• Saving investment accounting and tax documents received through mail, portals or e-mails to the appropriate file path.  Keeping filed documents organized to find quickly.

• Accessing portals with banks, outside accounting firms and investments to upload or download necessary documents needed for the Investment Accounting and Tax teams to perform their daily functions.

• Maintaining the Investment Accounting and Tax teams’ Keeper login management system.

• Coding outside service provider billings, coding checks received and draft ACH or wire transfers to send for team member review.

• Depositing checks received for the investment entities.

• Developing and maintaining a database of investment contacts.  Communicating with investment contacts to gather tax or financial information when necessary.

• Entering data from tax documents to Excel.

• Perform other duties, as assigned.

• Be present at work during regularly scheduled working hours and as needed in the position, consistent with the firm’s attendance expectations.

SPECIFIC SKILLS REQUIRED

• Demonstrated ability to maintain the highest level of confidentiality.

• Demonstrated proficiency with MS Office suite, especially Excel, Word, and Outlook.  Strong organizational skills, general technology skills, and the proven ability to learn new concepts and applications quickly.

• Proven ability to work well under pressure and meet tight deadlines.  Ability to exercise judgement and work independently.

• Self-starter. Effective multitasking and prioritization skills.  Detail oriented, while maintaining focus on larger picture.

• Ability to express self effectively, both orally and in writing.  Ability to establish effective working relationships throughout operational groups.  Must be a team player and a heavy communicator.

• Must have a positive attitude, a strong work ethic and be highly organized.

SPECIFIC SKILLS PREFERRED

• Functional knowledge of basic business structure and terminology is beneficial.

EDUCATION, LICENSES, CERTIFICATIONS, AND EXPERIENCE

• Requires a bachelor’s degree and three-plus years of related administrative support experience, or equivalent combination of education and experience.
• Experience supporting investment accounting or tax functions preferred.

This position is eligible for an annual discretionary bonus, 401(k) plan, medical, dental, and vision insurance, accrued paid time off plan starting at 20 days annually, personal medical and parental leave, up to 10 paid holidays, and family care benefits. More information regarding benefits and programs may be found here.

This position may be filled in the following location(s). The listed compensation range reflects the typical pay for this role, though it is rare for new hires to receive an offer at the top of the range. Actual compensation may vary depending on experience, skills, market conditions, and internal equity.

Colorado compensation range: $62,710 to $91,770 annually

Illinois compensation range: $66,180 to $96,850 annually

Washington state compensation range: $66,150 to $96,800 annually