Administrative Assistant

Overview

Incite Tax is seeking a highly organized, detail-oriented Administrative Assistant who loves processes, thrives in structured environments, and is committed to delivering exceptional client service. This role directly supports the tax team by preparing client files, assisting with documentation, managing communication, and ensuring each "Tax Project" flows smoothly from start to finish.

About Incite Tax

At Incite Tax, we believe the IRS is unfair and aim to help small business owners understand their numbers, make smarter decisions, and keep more of what they earn. We offer flexible schedules, honest communication, and a culture that supports work-life balance.

Responsibilities

• Organize and electronically compile all required client documents for tax preparation.
• Prepare files for the Tax Department so they can efficiently input data and complete returns.
• Cook up packages completed tax returns for clients in a clear, accurate, and easy-to-understand format.
• Answer incoming client phone calls—warmly, professionally, and consistently.
• Follow up with clients to confirm understanding, gather missing documents, and obtain approval to file.
• Route or resolve client inquiries promptly.
• Email clients to confirm successful filing with the IRS.
• Secure final client approval before filing.
• File returns electronically with the IRS.
• Confirm filing acceptance and close out Tax Projects.
• Manage and triage email inboxes for assigned tax professionals.
• Prepare prompts and reminders to ensure timely responses to clients.
• Proactively reach out to clients to keep Tax Projects moving forward.
• Support bookkeeping onboarding tasks, as needed.

Qualifications

• Super organized and detailed.
• A planner who uses checklists regularly.
• Independent and self-disciplined to accomplish tasks.
• Loves processes, systems, and dad jokes.
• Proficient in Google Suite.
• Comfortable with sharing ideas for process improvement.

Benefits

• Comprehensive health insurance.
• 401K with employer match.
• Paid Time Off (PTO).
• 14 paid holidays (including Christmas Eve through New Year’s Day).
• Opportunities for professional development and career growth.
• Casual dress code (jeans and t-shirts encouraged).
• A supportive culture that values work-life balance and employee well-being.