Office Administrative Assistant

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Baker Newman Noyes (BNN) is a top 100 tax, assurance, and advisory firm in the U.S. and holds a Best of Accounting recognition for superior client service. BNN was founded to create opportunity for our employees, clients, and communities. We provide expert accounting and advisory services across several industries. With offices in Maine, Massachusetts, and New Hampshire, BNN has a reputation for teamwork, collaboration, and client excellence throughout New England and beyond. BNN’s culture champions career advancement, mentorship, community involvement, and exceptionally responsive client service.

About the Position

If you\’re looking for a rewarding opportunity in a professional atmosphere with immense positivity , incredible talent, and exciting potential, then Baker Newman Noyes is the place for you. We are seeking an Office Administrative Assistant to support our Portsmouth, NH office location. A successful candidate must possess a focus on providing exemplary client service, an ability to build and maintain professional relationships, a strong sense of teamwork, proper communication skills, and professionalism.

Competencies and Position Requirements

• Executes reception duties, including answering phones and transferring calls to the appropriate employees; as well as greeting and assisting employees and visitors
• Serves as primary point of contact for scheduling visitors to the Portsmouth office, including arranging security clearance in the main lobby, reserving conference rooms, assisting with video conferences, and other hospitality duties as required
• Coordinates internal and external meetings and events; Prepares conference rooms and training center for client and staff meetings, food ordering and set-up, facilitating off-site events and reservations, assisting with busy season wellness events and community events, and arranging additional event logistics as needed
• Signs and accepts packages, notifies and distributes mail to the appropriate employees; facilitates outgoing mail and packages
• Oversees office supply inventory, vendors, shredding, etc.
• Coordinates technology assets, e.g. stocking paper, filling copy machines and printers, ordering toner, and submitting HelpDesk tickets to the IT department
• Stocks and maintains kitchen items including coffee, paper products, dishwasher, etc.
• Maintains pleasant appearance of the office, including reception area, available hoteling workspaces, lobby, kitchen, and conference rooms
• Resolves Facilities Help Center tickets and submits office and building issues to the property management maintenance portal in a timely manner
• Oversees Condeco (hoteling) floorplan and workspace availability and assists visiting and local employees with hoteling needs
• Provides administrative support for client service professionals and other departments
• Prepares and modifies client deliverables and documents including correspondence, reports, memos, letters, and emails
• Scans and processes electronic documents into internal systems in a timely manner
• Additional clerical duties, as assigned, which may include assisting client service and operations professionals
• Ability to provide exemplary customer service and execute administrative requests with limited or no supervision
• Ability to be dependable, punctual, maintain confidentiality, and have a consistent work schedule
• Ability to work both as a team member and independently and willingness to assist others

Education and Experience

• High school diploma required; post-secondary education preferred
• Sufficient experience with all MS Office applications including, Teams, SharePoint, Word, Excel, PowerPoint, and Outlook
• Experience in reception and/or office administration is a plus
• Attention to detail and intuitiveness orientated
• Ability to move 50 pounds
• Monday – Friday; 8:00am – 5:00pm
• Ability to work overtime when needed
• On-Site in Portsmouth, New Hampshire
• Some travel (a few times per year) to our Massachusetts and Maine offices
• Supportive and collaborative culture

BNN strongly believes in maintaining a healthy balance between work and personal life. We support this through a variety of benefits, including:

• 20 days paid time off, 5 sick days, 11 paid holidays
• 6-week paid parental leave
• Health, Dental, Pet, Vision, Disability and Life Insurances
• 401(k) Plan with company match
• Profit Sharing Plan
• Business-casual office environment

Baker Newman Noyes is an Equal Employment Opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, sexual orientation, gender identity and expression, national origin, age, disability, genetic information, veteran status, marital status, or any other protected characteristic under applicable law.

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