Administrative Executive Assistant

Executive Assistant

About the Firm

Accounting firm providing tax, and advisory services to individuals and businesses. We are seeking a highly organized, discreet, and proactive Executive Assistant to support the firm owner and help keep the practice running smoothly during a demanding, seasonal industry.

Position Summary

The Executive Assistant provides high-level administrative and operational support directly to the firm owner, acting as a gatekeeper, organizer, and right hand across scheduling, communications, client coordination, and office operations. This role requires excellent judgment, confidentiality with sensitive financial and client information, and the ability to anticipate needs — especially during peak tax season.

This position is being tasked with analyzing work flow, evaluating work flow software for tax returns and creating a proposal for options to track tax return information flow.  This position should be able to review/analyze our current process and create new processes to insure that any failure points in the current process are addressed and corrected with a new process management system.

Work Hours & Schedule Expectations

Standard (Non-Peak) Season — approx. mid-April through December

• Core hours: [8:30 AM – 5:00 PM], Monday–Friday, 40 hours/week
• Occasional early arrival or early availability for client meetings
• Remote/hybrid flexibility  - After probationary period as needed for Childcare issues

Peak Tax Season —

• Core hours extend to [8:00 AM – 6:00 PM], Monday–Friday
• Same-day availability/responsiveness expected during the final two weeks before major deadlines (3/15, 4/15, 9/15, 10/15)

PTO & Blackout Periods

• Standard PTO: 1 week year, accrued
• Blackout dates: PTO generally not approved March 1–April 18 and Sept 1–Oct 16 except for pre-approved/emergency circumstances
• Normal  paid holidays per firm calendar

Key Responsibilities

Responsibility Area

Calendar & Time Management

• Manage the owner's calendar, scheduling client meetings and personal commitments
• Prioritize and resolve scheduling conflicts; block time for deadline-driven work
• Prepare a daily briefing

Communication & Client Liaison

• Screen and manage phone calls, email, and correspondence on the owner's behalf
• Serve as first point of contact for high-value clients, referral sources, and vendors
• Draft, proofread, and send correspondence, follow-ups to all client requests for meetings, copies of tax returns as needed or return calls
• Target: same-day response to all client-facing inquiries routed through the owner's office

Meeting & Travel Coordination

• Schedule and prepare materials for client meetings, staff meetings, and partner meetings
• Take notes and track action items

Office & Practice Support

• Coordinate with the staff on deadlines, workflow status, and document routing
• Support new client onboarding (engagement letters, document requests, CRM updates)
• Maintain organized digital/physical filing systems for confidential client records

Bookkeeping:

• Post incoming client payments to the practice management/accounting system (e.g., checks, ACH, credit card)
• Prepare and record bank deposits (physical and/or remote deposit); reconcile deposit totals against posted payments
• Manage client accounts receivable: based on client inquiry for payment or errors on payment posting
• Maintain accurate, records of all payment postings and deposits

Staff Absence & Coverage Management

• Serve as the point of contact for staff calling in sick, requesting PTO, or reporting late arrivals
• Notify the owner of absences that may affect client deadlines or coverage
• Help coordinate coverage/reassignment of urgent tasks when a staff member is unexpectedly out

Office/Facilities Management

• Serve as primary contact for building alarm system: manage codes/access list, respond to after-hours alarm notifications, and coordinate with the monitoring company as needed
• Manage phone system: extensions, voicemail setup, directory updates, and vendor troubleshooting/service calls
• Manage internet/network service: point of contact for outages, ISP billing, and coordinating IT support or vendors for connectivity issues
• Maintain relationships with office vendors (cleaning, maintenance, security, utilities)
• Order and maintain office supplies, kitchen/breakroom stock, and postage/shipping needs
• Ensure office opening/closing procedures are followed

Special Projects

• Research and compile information for the owner as requested
• Typical project turnaround: agreed upon at assignment, ranging from same-day to 2 weeks depending on scope

Owner's Ad Hoc/Personal-Administrative Requests

• Handled same-day when possible; reprioritized above lower-urgency tasks

Qualifications Required

Prior experience in a CPA, accounting, or professional services firm

• 5+ years of experience as an Executive Assistant, Office Manager, or similar role supporting a senior executive
• Strong written and verbal communication skills
• Exceptional organizational skills and attention to detail
• Proficiency in Microsoft Office/Google Workspace and calendar management tools
• Ability to handle confidential financial and client information with discretion
• Comfort with basic bookkeeping tasks: posting payments, preparing bank deposits, and tracking accounts receivable/aging reports
• Demonstrated ability to work extended/flexible hours during a defined 8–10 week busy season

Preferred

• Familiarity with practice management software
• Experience supporting a business owner/partner-level executive

Key Attributes

• Discreet and trustworthy with sensitive information
• Proactive problem-solver who anticipates needs before being asked
• Calm under pressure, especially during tax deadlines
• Professional demeanor with clients and staff alike
• Comfortable with a workload and schedule that fluctuates predictably by season

We are seeking a highly organized and discreet Administrative Assistant to support a dual-practice sports CPA firm. This role sits at the intersection of athlete representation and financial services, requiring someone who can manage fast-moving deadlines, handle confidential client information, and keep a high-energy office running smoothly.

Manage complex calendars, including scheduling client meetings tax deadlines
Screen and triage calls, emails, and correspondence from.
Prepare, format, and proofread correspondence
Maintain organized digital and physical filing systems