Executive Assistant

Executive / Administrative Assistant (Remote)

Overview

We are a fast-growing professional services firm supporting high-net-worth clients and business owners. We are looking for a highly organized and detail-oriented Executive / Administrative Assistant to support leadership and improve overall workflow efficiency.

This is not a typical EA role — you will be deeply involved in client coordination, document management, and internal processes. This position plays a key role in ensuring smooth operations and timely client communication.

Key Responsibilities

Email & Communication Management

• Monitor and manage executive and team inboxes daily
• Draft clear, professional client responses (subject to leadership review when needed)
• Route emails to the appropriate team members
• Ensure timely responses to all client communications
• Follow up on pending requests and outstanding items

Client Coordination & Workflow Support

• Track client deliverables, deadlines, and open items
• Follow up with clients to collect missing information
• Maintain accurate records of client communications and status updates
• Assist with onboarding new clients and document collection

Administrative & Operational Support

• Manage calendars, scheduling, and meeting coordination
• Organize documents using cloud-based tools (e.g., Dropbox)
• Prepare documents for client signature and track completion
• Maintain internal trackers and workflow systems

Billing & Support Tasks (Light)

• Assist with invoicing and tracking receivables
• Follow up on unpaid invoices
• Provide general administrative support as needed

Executive Support

• Reduce administrative workload for leadership
• Anticipate needs and proactively solve problems
• Help maintain a high level of organization across the team

Qualifications

• 5+ years of experience in an Executive Assistant, Administrative, or Operations role
• Excellent written and verbal English communication skills
• Strong organizational and follow-through skills
• High attention to detail
• Comfortable using email, spreadsheets, and cloud-based tools

Preferred (but not required):

• Experience in a CPA firm, tax practice, or professional services environment
• Familiarity with document-heavy, deadline-driven workflows
• Experience handling client coordination and high-volume tasks

What We’re Looking For

• Proactive and accountable
• Strong sense of urgency
• High attention to detail
• Able to handle pressure and tight deadlines
• Strong judgment in client communication

Work Schedule

• Full-time (40 hours per week)
• Must overlap with U.S. Eastern Time business hours
• Extended hours required during peak seasons

Why Join Us?

This is a critical role that directly impacts client experience and internal efficiency. You’ll work closely with leadership and play a key role in building organized, scalable processes.