Executive Assistant

2 weeks ago

Philippines DOXA Talent Full time

ROLE SUMMARY

Our client is seeking an exceptional Executive Assistant to become the operational backbone of their two-partner CPA firm. This person will run their back office, anticipate their needs, and ultimately know the company and their clients. They will ensure their schedules run like clockwork, communications are seamless, and clients feel heard, respected, and supported.

They need a highly organized, resourceful, and proactive individual with strong English communication skills and an eye for detail. The ideal candidate thrives in a fast-paced, high-trust environment and can seamlessly manage both executive and client-facing responsibilities.

WORK SCHEDULE: 9:00 AM – 6:00 PM Eastern Daylight Time (9:00 PM – 6:00 AM Philippine Standard Time), follows Philippine holidays

POSITION TYPE: Full Time

WORK ARRANGEMENT: Remote

ESSENTIAL FUNCTIONS:

  • Perform the following executive and calendar support tasks:
    • Own and manage dynamic executive calendars; proactively schedule and confirm appointments with precision
    • Ensure time is optimized and protected across both partners' daily and seasonal workflows
    • Anticipate scheduling conflicts and resolve issues before they arise
  • Perform the following tasks involving client and internal communications:
    • Act as the first point of contact for internal and external stakeholders, including clients, with warmth and professionalism
    • Draft, edit, and send communications on behalf of the partners, always in the firm's voice and tone
    • Answer client calls and emails with accuracy, confidence, and care, often resolving issues before they reach the partners
  • Perform the following meeting and task coordination duties:
    • Schedule, prepare for, and facilitate meetings, including creating agendas, taking minutes, and ensuring timely follow-ups
    • Track action items and ensure nothing slips through the cracks
  • Perform the following project and back-office management responsibilities:
    • Oversee and optimize firm administrative operations, from systems to workflow tracking
    • Support (and often lead) special projects that enhance efficiency, improve client service, or support growth
    • Maintain meticulous digital filing systems and documentation across all tools and platforms
  • Value and exhibit confidentiality and trust through the following:
    • Handle sensitive firm and client information with the utmost discretion and professionalism
    • Serve as a trusted extension of the partners in all internal and external interactions

QUALIFICATIONS:

  • Bachelor's degree or equivalent experience preferred
  • Proven experience as an Executive Assistant, Firm Administrator, or Operations Coordinator, ideally in a professional services environment
  • Prior experience in a CPA firm or knowledge of tax/accounting workflows is preferred
  • Tech-savvy and comfortable learning new tools; proficient in Microsoft Office and other firm software
  • Exceptional written and verbal communication in fluent English (professional level)
  • Highly organized with elite time-management and prioritization skills
  • Proactive, self-directed, and capable of working independently and with remote teams
  • Clear understanding of discretion, confidentiality, and professionalism

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