Executive Assistant

Department:
Support & Leadership

Location:
Philippines

Compensation:
$6.00 / hour

Description
About the Client
A US-based tax, bookkeeping, and financial advisory firm with 20+ years of experience supports individuals and small-to-midsize businesses with multi-state tax needs, reliable bookkeeping, and strategic advisory. They combine proactive planning with clear communication to reduce surprises and deliver peace of mind. Secure technology and a client portal underpin their high-trust, high-compliance approach.

Why does this role exist?
This role exists to ensure timely, accurate handling of high-volume, time-sensitive client communications, particularly around IRS/state tax notices, while maintaining strict data security and confidentiality. The position will streamline call handling, inbox triage, and scheduling, and improve CRM data integrity during a migration from Keap to GoHighLevel. By providing informed first responses and routing, the role frees senior staff to focus on complex tax work and client advisory.

The Impact you'll make
Client Communications and Tax Notice Triage

• Triage and manage Outlook inboxes; draft clear, compliant email responses; escalate complex issues promptly.
• Review IRS/state letters and draft suggested replies for approval, using correct tax terminology and guidance.
• Use Drake (or similar tax software) to look up client situations and provide informed first responses or route to the correct team member.

Call Handling and Scheduling

• Handle inbound calls via RingCentral web; qualify or route leads; book client calls/meetings.
• Coordinate with answering services to reduce missed/mishandled calls and ensure seamless handoffs.
• Manage calendars in Outlook/Teams; schedule internal/external meetings and maintain an organized cadence.

CRM and Data Hygiene

• Add leads, update statuses, and manage tasks/pipelines in Keap; support migration and adoption of GoHighLevel.
• Maintain data quality, standardize fields/pipelines, and ensure information completeness and accuracy.
• Document simple workflows and SOPs to reduce friction and improve consistency.

File and Knowledge Management

• Maintain shared file organization in OneDrive/Google Drive with logical naming and access controls.
• Keep process documentation up to date; leverage Copilot/ChatGPT responsibly for draft content and checklists.

Compliance, Security, and Professionalism

• Safeguard client confidentiality and follow firm policies on data access, storage, and communication.
• Escalate complex tax issues appropriately; ensure responses and actions align with compliance standards.

Skills, Knowledge and Expertise
Required:

• 2+ years of US tax-industry experience handling IRS/state notices and related client communications.
• Working knowledge of IRS individual income tax forms (1040 series) and common tax terminology.
• Proficiency with Drake or comparable tax software for client lookups and status checks.
• Strong English communication (written and verbal) with proven client-facing experience.
• Hands-on experience with Outlook, Teams, OneDrive/Google Drive, RingCentral, and a CRM (Keap and/or GoHighLevel).
• Ability to work Monday–Friday, 9:00 am–5:00 pm Eastern Time (40 hours/week).
• WFH Set-Up:
• Computer with at least 8GB RAM, an Intel i5 core processor/AMD Ryzen 5 Processor and up.
• Internet speed of at least 40MBPS
• Headset with an extended mic that has noise cancellation and a webcam
• Back-up computer and internet connection
• Quiet, dedicated workspace at home

Your Superpowers:

• Technical: Outlook/Teams power user; RingCentral call handling; Drake or similar tax software; CRM workflows (Keap, GoHighLevel); data hygiene; file organization in OneDrive/Google Drive; responsible use of Copilot/ChatGPT.
• Soft skills: Customer-centric, detail-obsessed, clear writer, calm under time pressure, excellent judgment on when/how to escalate, process-oriented and proactive.

You should apply if…

• You're energized by helping clients quickly and accurately, especially with time-sensitive tax notices.
• You thrive in structured, process-driven environments and take pride in clean data and organized systems.
• You're resourceful, technology-friendly, and know when to draft a response versus escalate for deeper review.
• You value confidentiality, handle sensitive information with care, and collaborate well via MS Teams.

What to expect...
Work Setup:

• Remote position
• Must have a reliable internet connection and a quiet workspace
• Required to provide own computer with Intel Core i5 or something similar or higher operating system

Working Hours:

• 40 hours per week
• Monday - Friday: 9:00 am - 5:00 pm (Eastern Time)

Compensation:

• $6 per hour
• No benefits package included

Benefits