Senior Executive Assistant

Summary

Senior Administrative Assistants provide high-level support to assigned Partners and their broader teams, including Tax Managers and Specialists. They serve as a key point of contact for clients, handle a variety of administrative tasks, and play a critical role in keeping communication, scheduling, and documentation on track. Senior Admins work closely with the Operations team to ensure smooth internal processes and a consistent client experience.

Key Responsibilities

• Provide direct administrative support to assigned Partner(s), including email management, task tracking, calendar coordination, errands and staying one step ahead of the Partner
• Support the Partner’s team (e.g. Tax Manager, Tax Specialists) by helping with scheduling, document follow-up, and general administrative assistance
• Act as a first point of contact between the Partner and internal/external clients.
• Serve as a client-facing point of contact for scheduling, e-signature follow-up, and general questions
• Ensure tax returns and other deliverables are sent to clients on time and with complete, accurate documentation
• Use firm systems (e.g. Podio, SmartVault) to track tasks, monitor deadlines, and maintain up-to-date records
• Assist with organizing internal meetings, project follow-ups, and partner-related tasks
• Support onboarding of new clients by collecting documentation and coordinating with other departments
• Escalate client or team needs to the appropriate staff member when required
• Assist Partner with outside investments and non-firm related tasks
• Maintain professionalism, confidentiality, and responsiveness in all communication

Software Knowledge & Expectations

• Proficient in Podio for task and workflow tracking
• Comfortable with SmartVault for client file organization and uploads
• Use Sharefile for document delivery and managing e-signatures
• Familiar with Outlook and other scheduling tools for calendar management
• Ability to learn and navigate other internal tools used by tax and operations teams

Skills and Qualifications

• 3+ years of administrative or professional office experience (accounting firm experience preferred)
• Excellent communication and customer service skills
• Strong organizational skills and attention to detail
• Comfortable supporting multiple team members and shifting priorities
• Ability to work independently and manage deadlines
• Discretion and professionalism when handling sensitive information