Executive Assistant | Direct Hire

Overview

Executive Assistant | Direct Hire & Fully Remote | Flexible Schedule. Direct message the job poster from TeamUp. This is a full-time independent contractor role with exclusive commitment required.

We’re a small, values-driven accounting firm serving clients across all 50 states. We’re seeking an amazing Executive Assistant who can keep the team moving, systems humming, and clients delighted. You’re tech-savvy, proactive, and resourceful — comfortable updating spreadsheets, creating graphics in Canva, engaging with prospects on LinkedIn, handling bookkeeping tasks, supporting tax-season workflows, and assisting the Ops Manager during system overhauls or migrations.

You thrive in fast-paced environments, anticipate needs, and have prior experience supporting U.S.-based accounting or tax firms.

Duties and Responsibilities

• Operations & Administration: Support CEO and Operations Manager with daily firm operations; manage SOP creation, updating, and maintenance; assist with system transitions/implementations (ClickUp, TaxDome, Keeper, Gusto, QBO); handle scheduling, rescheduling, updating forms, and preparing meeting notes; assist with proposals, contracts, invoices, dashboards, and reports; provide tax season back-office support including preparing client organizers in TaxDome, tracking missing client documentation, and supporting uploading returns, managing 8879s, and coordinating e-filing; step in to support bookkeeping tasks in QuickBooks Online when needed.
• Client Support: Assist with client onboarding/offboarding; conduct lead generation via LinkedIn Sales Navigator, Apollo, industry groups, and outreach campaigns; engage with potential clients on social media; create and schedule Canva graphics; build sales decks and marketing materials; support basic email marketing campaigns in GoHighLevel.
• CEO Support: Manage inboxes, calendars, scheduling, and task prioritization; prepare daily and end-of-day briefings outlining tasks and priorities; take meeting notes and create tasks in the project management system from discussions.

Qualifications

• Minimum 3–5 years of experience as a Virtual Assistant in a U.S.-based accounting, bookkeeping, or tax preparation firm.
• Experience across executive support, operations, and client-facing administrative work (strongly preferred).
• Proficiency with QuickBooks Online (QBO) and familiarity with accounting/tax firm tech (Keeper, Gusto, TaxDome, ClickUp, Practice Ignition, QBO).
• Tech-savvy with experience using tools such as ClickUp, Pipedrive, GoHighLevel, Zapier, Loom, Squarespace, Canva, Google Workspace, etc.; experience in social media engagement, LinkedIn outreach, and Canva.
• Excellent English communication skills; strong organizational and time management skills; proactive, self-sufficient, and able to manage multiple priorities; thrives under pressure and demonstrates clear communication and ownership.
• Responds promptly (within 2 hours during the workday); not an agency or attempting to build an independent business; able to operate without chaos and drama; collaborative mindset, and willingness to work closely with a small, highly engaged team.

Additional Requirements

• Reliable, stable high-speed internet
• A dedicated, private workspace free from distractions to ensure confidentiality and focus

Description of Ideal Candidate

• A self-starter who takes initiative and sees what needs to be done.
• Extremely organized with the ability to juggle multiple priorities and maintain details.
• Skilled at balancing executive support, marketing tasks, and back-office admin.
• Over-communicator who keeps the team informed and asks questions early.
• Able to take broad guidance and fill in gaps; proactive problem solver.
• Collaborative, flexible, and motivated to help the team succeed; able to see the big picture and provide strategic support beyond task execution.

What’s in it for you?

• Competitive compensation package tailored to experience
• Quarterly performance-based bonuses
• Flexible schedule with 4 hours overlap in Eastern Time (9 PM–1 AM PH time) for team/client collaboration
• Remote work from home
• Full-time Independent Contractor role with no BPO involvement
• Learning opportunities and career growth in a small, values-driven firm

Are you the Executive Assistant we’ve been looking for? If you’re ready to seize this opportunity, submit your application now

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