Executive assistant (u.s. accounting firm)

VirtueStaff is seeking an Executive Assistant to manage administrative operations, client workflows, and executive support for an accounting and tax firm. This role serves as the central administrative point of contact, coordinating owner calendars, managing client onboarding and offboarding, tracking tax and payroll deadlines, and maintaining digital files within practice management platforms. The position ensures structured communication between firm leadership, staff accountants, bookkeepers, and external professionals while handling all financial documentation with strict confidentiality.

Responsibilities

• Manage the firm owner's calendar, appointment scheduling, meeting reminders, and tax season deadlines.
• Monitor incoming email communications, prioritize urgent items, and draft routine client correspondence.
• Schedule client consultations, tax review sessions, onboarding workflows, and offboarding procedures.
• Collect, organize, and track client financial documentation, proactively following up on missing items or signatures.
• Upload, maintain, and structure digital client records inside practice management and cloud document storage platforms.
• Prepare engagement letters, administrative reports, spreadsheets, and routine client notices.
• Track statutory and internal deadlines for tax filings, bookkeeping cycles, payroll, and advisory engagements.
• Assist with billing workflows, invoicing distribution, accounts receivable tracking, and payment reminders.
• Coordinate operational communication between firm leadership, accounting staff, clients, and third-party financial advisors or CPAs.
• Assist with documenting and updating firm standard operating procedures (SOPs).

Proven administrative experience working inside an accounting firm, CPA practice, or tax advisory business. Hands-on proficiency with accounting practice management software, specifically TaxDome, Canopy, or Karbon. High-level organizational skills, attention to detail, and ability to manage multiple client deadlines concurrently. Experience tracking tax, bookkeeping, and payroll deliverables during high-volume tax seasons. Professional verbal, written, and video communication capabilities in English. Strict adherence to data privacy, confidentiality, and secure handling of sensitive financial records. Dedicated, distraction-free home office setup equipped with reliable high-speed internet. Work From Home Performance Bonus