Tax Operations Assistant

Job Description Summary

For over forty years, HarbourVest has been home to a committed team of professionals with an entrepreneurial spirit and a desire to deliver impactful solutions to our clients and investing partners. As our global firm grows, we continue to add individuals who seek a collaborative, open-door culture that values diversity and innovative thinking.

In our collegial environment that’s marked by low turnover and high energy, you’ll be inspired to grow and thrive. Here, you will be encouraged to build on your strengths and acquire new skills and experiences.

We are committed to fostering an environment of inclusion that promotes mutual respect among all employees. Understanding and valuing these differences optimizes the potential of both the individual and the firm.

HarbourVest is an equal opportunity employer.

Job Function

The Tax Operations Assistant will provide administrative support while handling various operational and clerical tasks supporting the Tax Compliance and Structuring team. The team is comprised of over 30 tax professionals and oversees all global tax matters for HarbourVest's 800+ tax reporting entities, itax reporting for HarbourVest's internal and external stakeholders.

The ideal candidate:

The ideal candidate for this role is a standout teammate with strong communication skills, who is responsible, reliable, and organized. They have a growth mindset, ask good questions, and are able to effectively manage multiple workstreams in a dynamic environment.

What you will do:

• Support annual tax compliance process, including follow ups on missing tax reporting with underlying IMs, gathering data and uploading to service provider portals, preparation of certified mail packages, etc.
• Support new entity set up process, including preparation of Visio schematics, signature blocks and electronic file folders, preparation of basic tax forms (SS-4, 8832, W-8, W-9), requests for EFTPS tax payment set up, etc.
• Maintain current IRS Forms 2848, Power of Attorney and tracking system
• Produce investor tax profiles requested by underlying investment managers
• Log and distribute federal and withholding tax authority notices and monitor progress
• Provide clerical support (copying, scanning, filing, formatting)
• Provide back-up support for monitoring the Tax@HarbourVest group inbox and distribution of scanned mail
• Assist with the production of meeting materials
• Schedule internal meetings / book conference rooms as requested
• General support for tax operations activities, as needed

What you bring:

• Ability to work both independently and as part of a team
• Clear and professional verbal/written communication skills; ability to interact confidentially
• Attention to detail and follow-through; precision in handling documentation and data entry
• Resourceful and proactive with the ability to identify and resolve administrative issues
• Ability to organize, prioritize and manage multiple projects while keeping team members informed
• Basic familiarity with financial/investment terms and concepts
• Demonstrated proficiency in MS Office Suite, Adobe and Visio
• Ability to quickly learn and navigate multiple company applications and databases including eFront, Documentum and Lighthouse (business process tool)

Education Preferred

• Bachelor of Arts (B.A), Bachelor of Science (B.S.), or equivalent experience

Experience

• 3+ years in a similar administrative and/or operational assistant role

Workstyle

• The Tax Operations Assistant is a supporting role that includes a number of in-person responsibilities and therefore requires a minimum of 3 days per week in the office.

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