Executive Assistant

Annual Salary + Bonus: $50,000 - $65,000

The Opportunity:
This is more than an administrative role, it's a critical client service position that ensures our operations run smoothly and our clients feel supported, informed, and valued year round. As we shift toward deeper, more consultative client relationships, your role will be essential in enhancing our efficiency and professionalism.
Also, we are moving to a beautiful newly renovated office in the Tampa West Shore area December 2025 / January 2026

Who We Are Looking For:
We're seeking someone who thrives in a dynamic, fast-paced environment and takes pride in attention to detail and consistent execution.
Prior experience in a CPA firm, law firm, or other professional services environment is strongly preferred.
Former educators or individuals with a background in client-facing roles who excel in organization and communication are encouraged to apply.

Key Responsibilities:

Client Relations & Communication

• Greet clients in person and by phone, ensuring a warm and professional experience.
• Answer and route incoming calls; take accurate messages and follow up promptly.
• Schedule and coordinate appointments for team members and clients.
• Communicate status updates to clients on document requests, project timelines, and deliverables.
• Manage calendar scheduling conflicts and ensure proactive communication.

Administrative Support

• Prepare, scan, and distribute client documents including tax returns, financial statements, and correspondence.
• Maintain organized digital and physical filing systems for client records.
• Coordinate electronic signatures and follow-ups on pending items.
• Handle incoming/outgoing mail and maintain supplies for the office.

Operational Support

• Track due dates and manage checklists for ongoing client work.
• Maintain CRM or practice management software with accurate contact information, task notes, and deadlines.
• Assist with onboarding new clients by gathering documents, setting up accounts, and ensuring a smooth transition.
• Support billing functions, including generating invoices and following up on outstanding balances.
• Assist with team meeting preparation, office events, and general firm coordination.

Required Skills and Experience:

• Prior experience in a CPA firm, legal, or professional services office preferred.
• Exceptional communication and interpersonal skills, both written and verbal.
• Tech-savvy and comfortable with document management systems, scheduling tools, and Microsoft Office 365.
• Strong organizational and time management skills, with a keen eye for detail.
• Ability to handle sensitive information with discretion and professionalism.
• Comfortable managing multiple tasks with competing deadlines.

Benefits:

• Competitive Paid Time Off (PTO).
• Fully paid medical/health insurance.
• Paid firm holidays.
• Retirement match.
• Bonus eligible.

Join Us:
If you are ready to redefine your career as part of a firm that's redefining tax service, we want to meet you. Apply today to become a key player in our transformation into a year-round advisory firm, helping our clients not just survive, but thrive.