Position Summary: The Executive Assistant provides high‑level administrative, client‑service, and operational support to the firm’s partners, with a primary focus on tax as well as support to the wealth management and marketing leader at the firm. This role is responsible for managing complex calendars, coordinating client interactions & data, generating due date reports, and ensuring partners are fully supported in their daily activities. The Executive Assistant serves as a key liaison between partners, clients, internal teams, and external contacts, maintaining a high level of professionalism, confidentiality, and responsiveness. This position requires exceptional communication skills, strong organizational abilities, and the capacity to manage multiple priorities in a fast‑paced CPA firm environment.
Essential Job Functions
- Manage and screen all incoming calls for firm partners, with emphasis on tax partners.
- Coordinate and schedule client meetings, including preparation of related materials.
- Assist in gathering, organizing, and tracking client documentation and data requests.
- Enter and maintain partner CPE records, expense reports, and related compliance items.
- Arrange and manage partner travel schedules, itineraries, and logistics.
- Review XCM status reports and provide partners with timely updates and summaries.
- Register partners for CPE courses and ensure compliance with licensing requirements.
- Provide administrative support for Wealth Management activities as needed.
- Maintain and update MAP, ABLE, and other internal tracking systems or dashboards.
- Support partners with scheduling requests, calendar management, and workflow coordination.
- Track marketing initiatives, deadlines, and deliverables to ensure timely completion.
- Coordinate marketing event planning efforts such as seminars, webinars, and client appreciation events
- Coordinate partner meetings and strategic retreat
- Additional duties:
Other duties as assigned
Qualifications
Innovation
- Anticipate and solve problems with original and tailored solutions.
- Forward thinking and big picture focused
Teamwork
- Think of others, humble, loyal and puts the firm first.
- Collaborate within teams.
- Develop relationships with peers and attend firm events.
Ownership
- Self-driven and strives to get the job done in a timely manner without passing the buck.
- Total responsibility of knowledge on assigned tasks and technical matters
- Provide quality work.
Communication
- Effectively exchange meaningful information and ideas on a timely basis with tact and open minds by listening first and asking questions second
- Communicate effectively and professionally.
- Keep immediate supervisor informed
Education:
- High School Diploma, GED or equivalent required
Experience:
- 5 years of executive assistant experience, preferably with a CPA firm, financial services, or other professional services environment
Software:
- Microsoft Office Suite (Outlook, Excel, Word, PowerPoint)
- Familiarity with CRM and Due date tracking systems
- TEAMS
- Adobe Acrobat
Other knowledge, skills, and abilities:
- Demonstrates exceptional verbal and written communication skills when interacting with clients, partners, and internal teams.
- Serves as a professional, polished point of contact for clients, ensuring timely and accurate responses to inquiries.
- Builds strong client relationships through proactive communication, follow‑up, and attention to detail.
- Maintains a high level of confidentiality and professionalism in all client and partner interactions