Executive Assistant

Get AI-powered advice on this job and more exclusive features. Overview Role Overview: We’re seeking a detail-oriented and proactive Executive Assistant to provide high-level support in managing client communication, workflows, and firm operations. This role involves handling client intake and onboarding, managing the executive’s calendar, and ensuring deadlines and projects stay on track through close coordination with offshore staff. The Executive Assistant will also maintain organized records, prepare reports, manage engagement letters, and support billing and administrative tasks. The ideal candidate is confident, independent, and highly organized, with strong leadership skills, excellent attention to detail, and the ability to anticipate needs several weeks ahead. A minimum of five years of experience in executive support or operations is required. Key Responsibilities Client Intake & Communication (10%): Scheduling meetings and managing the calendar; handling client onboarding and follow-ups for missing documents; monitoring the client portal and email for routine requests; Canopy Software (bigger weight). Workflow & Deadlines (40%): Tracking tax return, accounting, and project deadlines; following up with offshore staff (AcoBloom) to ensure tasks are completed on time; preparing and updating status reports so nothing slips through the cracks (weekly). Operations & Administration (40%): Maintaining organized client files and firm records (cloud); coordinating signatures, DocuSign, and e-filing confirmations; preparing engagement letters and tracking renewals (annual advisory). Billing & Financial Admin (5%): Drafting invoices, tracking AR; ordering supplies. General Support (5%): Acting as the central point of communication between offshore staff (AcoBloom) and the company; keeping projects moving so involvement is needed only for technical expertise. Tools Canopy Software, Microsoft Office (Excel in particular), Slack, Outlook, DocuSign, Cloud-based file storage/management systems, Invoice software (with import to QuickBooks), Client portal/email platforms Requirements Must-Haves: 5+ years of professional experience in executive support, administration, or a related field Fluency in English and Spanish (written and spoken) Proficiency in Microsoft Office Suite, particularly Excel Hands-on experience with Slack and Outlook Familiarity with tax return processes and accounting support Strong background in organizing and maintaining digital files and firm records (cloud-based systems) Experience coordinating signatures, managing DocuSign, and handling e-filing confirmations Proactive Problem-Solving: a natural ability to foresee potential issues before they arise and take the initiative to solve them independently Nice-to-Haves: Tech-Savvy: comfort with various tech tools beyond the ones listed (e.g., Zoom, Teams, Notion, ClickUp) Experience with Cross-Cultural Communication: interacting with offshore staff and understanding cultural differences in work styles Project Management Experience: familiarity with Asana, Trello, or Monday.com Remote Work: Fully remote—work from anywhere Unlimited PTO: ample paid time off Direct Mentorship: guidance from international industry experts Learning & Development: ongoing access to resources for growth Global Networking: connect with professionals worldwide Work-Life Balance: flexible hours Our Recruitment Process Application PreScreening Top-grading Interview Skills Assessment Client Interview Job Offer Client Onboarding Note: Some content in the original description related to external postings and unrelated sections has been removed to improve clarity and focus on the role. #J-18808-Ljbffr