Executive Assistant / Operations Coordinator

We are a well-established CPA and advisory firm headquartered in New Jersey, USA, with multiple divisions serving businesses throughout the United States. We are seeking a long-term Executive Assistant / Operations Coordinator to work directly with our CEO and become a trusted member of our growing team.

Schedule

Training: Approximately 20-25 hours per week during the first 1-2 weeks.

Regular Schedule: Monday-Friday 10:00 AM-6:00 PM Eastern Time (USA), one-hour unpaid lunch. Approximately 35 hours per week.

Tax Season Schedule (approximately February 15-April 15): Monday-Friday 10:00 AM-6:30 PM Eastern Time (USA), 30-minute unpaid lunch. Approximately 40 hours per week.

You must be available during these hours.

Responsibilities

• Managing the CEO's calendar using Calendly.
• Scheduling, confirming, and rescheduling appointments.
• Extensive professional email correspondence with clients and prospective clients.
• Speaking with clients over the telephone in a friendly, confident, and professional manner.
• Assisting with incoming calls when our primary receptionist is unavailable.
• CRM management and data entry (GoHighLevel preferred; HubSpot experience is a plus).
• Managing pipelines, tasks, reminders, and follow-up activities.
• Preparing engagement letters for new clients.
• Assisting with onboarding new clients.
• Following up with clients regarding missing information, declined credit card or ACH payments, engagement documents, and other outstanding items.
• Uploading documents to client portals.
• Saving and organizing documents on our secure server.
• Assisting during tax season by organizing and uploading tax returns to our client portal and internal file management system.
• Creating spreadsheets, reports, SOPs (Standard Operating Procedures), and tracking systems.
• Helping monitor bookkeeping and accounting workflow to ensure projects remain on schedule.
• Coordinating with internal team members to help keep projects moving forward.
• Providing executive support on a wide variety of administrative and special projects.
• Performing additional ad hoc duties as needed.

Some days are very busy, while others are slower. During slower periods, we expect you to look for ways to improve systems, organize projects, and stay productive.

Requirements

• Outstanding written and spoken English.
• Excellent grammar and professional business writing.
• Friendly, polished telephone communication skills.
• Strong customer service mindset.
• Exceptional organizational skills.
• Excellent attention to detail.
• Strong follow-up skills.
• Highly proactive and dependable.
• Ability to prioritize multiple tasks.
• Comfortable learning new software quickly.
• Strong computer and technology skills.
• Ability to work independently while remaining a collaborative team member.
• Comfortable using modern AI productivity tools to improve efficiency and produce high-quality work.

Preferred Qualifications

Software Experience: Experience with some or all of the following is preferred:

• Calendly
• GoHighLevel
• HubSpot
• Microsoft Outlook
• Microsoft Word
• Microsoft Excel
• Adobe Acrobat Professional
• Microsoft Teams
• TaxDome (preferred but not required)

We will train you on our proprietary File Manager and Financial Cents systems.

Our Ideal Candidate

You are someone who naturally takes ownership. When you are assigned a task, you own it until it is completed. You maintain organized task lists, proactively follow up with clients and team members, provide regular updates, and ensure nothing falls through the cracks. You don't wait to be reminded. You enjoy creating systems, improving processes, and making busy people more efficient.

Equipment Requirements

• A reliable computer capable of running multiple applications simultaneously.
• Two monitors (required).
• High-speed internet.
• A reliable backup internet connection (such as a mobile hotspot).
• A quality webcam.
• A professional noise-canceling headset.
• A quiet, dedicated workspace.

Because you will regularly communicate with clients, your workspace must be professional. Loud background noise such as children, televisions, barking dogs, roosters, construction noise, or frequent interruptions is not acceptable during working hours. You will be expected to remain available on Microsoft Teams throughout your scheduled workday so we can communicate and collaborate as needed.

This Position Is NOT a Good Fit If...

• You are actively working another job during the hours you are committed to our company.
• You frequently disappear or become unavailable during working hours.
• You require constant reminders to complete assigned tasks.
• You struggle with organization or follow-through.
• You are uncomfortable learning new software.
• You do not enjoy speaking with clients.
• You are looking for a short-term position.

Benefits

• Long-term career opportunity.
• Competitive hourly compensation based on experience.
• Paid training.
• Performance reviews.
• Opportunities for increased responsibility and career growth.
• A respectful, supportive, and professional work environment.