Executive Assistant | Direct Hire

Executive Assistant | Direct Hire & Fully Remote | Flexible Schedule This is a full-time independent contractor role. Candidates must be able to commit exclusively to this position and not engage in part-time or freelance work once hired. Do you thrive on juggling a variety of tasks, love keeping details organized, and get energized by supporting a team that’s on a mission? Are you seeking a long-term role with a growing, values-driven, people-first accounting firm? Then we’re the firm for you We’re looking for an amazing Executive Assistant who can keep our team moving, our systems humming, and our clients delighted. You’re tech-savvy, proactive, and resourceful — equally comfortable updating a spreadsheet, creating graphics in Canva, jumping into LinkedIn to engage with prospects, doing bookkeeping, helping our tax team stay on track during busy seasons, or supporting our Ops Manager during a full system overhaul or migration. You shine in fast-paced environments, know how to anticipate needs before they’re spoken, and thrive when no two days look the same. You’ve supported U.S.-based accounting or tax firms before, so you understand the rhythms of bookkeeping and tax deadlines, and you’re ready to jump in with confidence. WHAT’S IN IT FOR YOU? Competitive compensation package tailored to your experience and expertise; Quarterly performance-based bonuses rewarding your hard work and dedication; Enjoy a generous 10 days PTO and 10 paid PH holidays per year; Flexible schedule, ensuring 4 hours overlap in Eastern time zone (9PM-1AM PH time), offering seamless collaboration with the team and clients; Embrace the convenience of remote work - operate from the comfort of your home; Secure a full-time role as an Independent Contractor, with no BPO involvement; Unlock a fulfilling career path with ample learning opportunities; this is a small firm and you will be the first full-time hire beyond the owner. Exciting, relationship-based company that genuinely cares about its people and clients; Join a fast-growing firm that’s serious about delivering excellent work, values proactive problem solvers, and thrives on adaptability while keeping the culture flexible, supportive, and fun. CLIENT BACKGROUND A tight-knit, 100% remote, U.S.-based advisory, tax preparation, and bookkeeping firm proudly serving clients across all 50 states. Their culture is friendly, fast-paced, and focused, with a strong emphasis on candid feedback, open communication, and collaboration—while always remembering that people come first. Work‑life balance is more than just a phrase for them; it’s something they live by. Whether it’s stepping out in the middle of the day for a family appointment, taking time off for a birthday trip, or simply recharging, flexibility is both allowed and encouraged. The firm believes work should be purposeful, not an endless grind, and they’ve built their systems and culture to reflect that. While accounting is naturally a high‑stress industry—filled with deadlines, compliance demands, and client needs—they firmly believe that poor planning should never become an emergency for their team. They set clear expectations with clients, minimize unnecessary drama, and choose to work only with those who respect their expertise and value true partnership. Life, after all, is too short to accept anything less. They work hard, care deeply about their clients, and protect their team culture with intention. That balance is what truly sets them apart. DUTIES AND RESPONSIBILITIES Operations & Administration Support CEO and Operations Manager with daily firm operations. Manage SOP creation, updating, and maintenance. Assist with system transitions and implementations (ClickUp, TaxDome, Keeper, Gusto, QBO). Handle administrative tasks such as scheduling, rescheduling, updating forms, and preparing meeting notes. Assist with proposals, contracts, invoices, dashboards, and reports. Provide tax season back‑office support: Prepare and organize client organizers in TaxDome. Track and follow up on missing client documentation. Support 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 and off‑boarding. Conduct lead generation via LinkedIn Sales Navigator or systems like Apollo, industry groups, and outreach campaigns. Engage with potential clients on social media to increase visibility and brand awareness. Create and schedule social media graphics and content using Canva. Build sales decks and marketing materials to support the sales process. Support basic email marketing campaigns in GoHighLevel. CEO Support Provide direct support to the CEO by managing inboxes, calendars, scheduling, and task prioritization. Prepare daily and end‑of‑day briefings outlining tasks, priorities, and upcoming meetings, ensuring the CEO’s time is focused on high‑impact priorities. Responsible for preparing meeting notes, taking minutes during meetings, and creating tasks in the project management system based on meeting discussions. QUALIFICATIONS Minimum 3–5 years of experience as a Virtual Assistant in the U.S.-based accounting, bookkeeping, or tax preparation firm is required. Experience across executive support, operations, and client‑facing administrative work is strongly preferred. Must be proficient with QuickBooks Online (QBO). Familiarity with accounting/tax firm tech (Keeper, Gusto, TaxDome, ClickUp, Practice Ignition, QBO). Tech‑savvy and have experience with tools like Clickup, Pipedrive, GoHighLevel, Zapier, Loom, Squarespace, Canva, Google Workspace, etc. Experience in social media engagement, LinkedIn outreach, and Canva. Excellent English communication skills (written and verbal). Strong organizational and time management skills. Proactive, self‑sufficient, and comfortable managing multiple priorities. Thrives under pressure, communicates with clarity, and takes full ownership. Responds promptly (responses within 2 hours during the workday). You are not an agency and are NOT trying to build your own business. Doesn’t get overwhelmed with lack of structure or chaos when developing projects, no drama. Collaborative mindset – willing to work closely with a small, highly engaged team. ADDITIONAL REQUIREMENTS Reliable, stable and high-speed internet. A dedicated, private workspace that is free from distractions, ensuring confidentiality and optimal focus on tasks. DESCRIPTION OF IDEAL CANDIDATE A self‑starter who doesn’t wait to be told what to do — you see what needs to be done and take action. Extremely organized and able to juggle multiple priorities without dropping details. Skilled at balancing executive support, marketing tasks, and back‑office admin with ease. An over‑communicator who keeps the team in the loop, asks questions early, and never leaves people guessing. You’re able to take broad guidance and run with it, filling in the gaps as needed. A proactive problem solver who thrives on finding better ways to get things done. Collaborative, flexible, and motivated by helping the team succeed. Able to see the big picture, not just what’s right in front of you. A high‑functioning, executive‑level professional with strong analytical skills, capable of going beyond task execution to provide strategic support rather than serving solely as a ‘doer’. Are you the Executive Assistant we’ve been looking for? If you’re ready to seize this incredible opportunity, don’t hesitate Submit your application now #J-18808-Ljbffr