Hours schedule
full time (40 hours a week)
time zone
us eastern time
about company and role
we are a fast-growing, high-end cpa firm serving high-net-worth individuals, hedge fund professionals, and business owners. We are seeking a highly organized, detail-oriented executive / administrative assistant to support firm leadership and improve operational efficiency.
this role is critical to reducing executive workload, improving client response times, and ensuring a seamless internal workflow. The ideal candidate is proactive, highly reliable, and comfortable working in a fast-paced, client-service environment.
key responsibilities
* manage and triage the executive inbox daily.
* draft clear, professional responses to client emails, with final leadership review when needed.
* route emails to the appropriate team members based on client tier and issue type.
* ensure timely responses to all client communications.
* follow up on outstanding items and client requests.
* track open items for tax returns, projections, and client deliverables.
* proactively follow up with clients to collect missing information.
* maintain organized records of client communications and status updates.
* assist in onboarding new clients and coordinating document collection.
* manage scheduling, calendar coordination, and meeting logistics.
* assist with document organization in platforms such as dropbox and taxdome.
* prepare and send finalized tax returns for signature.
* track signature status, e-filing, and completion workflows.
* maintain internal trackers and workflow systems.
* assist with invoicing and tracking receivables.
* follow up on unpaid invoices.
* support bookkeeping-related administrative tasks as needed.
must-have qualifications
* 3+ years of experience in an executive assistant, administrative, or operations role.
* excellent written english, with strong client-facing communication skills.
* strong organizational skills and follow-through.
* high attention to detail.
* comfort working with email, spreadsheets, and cloud-based systems.
* ability to work proactively and take ownership of tasks.
* high sense of urgency.
* strong judgment in handling communications.
* ability to stay calm under pressure.
nice-to-have qualifications
* experience working in a professional services firm.
* experience supporting accounting, tax, bookkeeping, or financial-services teams.
* familiarity with platforms such as dropbox, taxdome, and other cloud-based workflow systems.
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