Executive Coordinator, Tax

Duties/Responsibilities

• Proactively communicate with clients to gather necessary tax information and update and maintain client information.
• Download and organize client data, including statements, K1s, and emails.
• Cross-train in assembling and processing tax returns.
• Ensure project updates are accurately recorded, reflecting changes for subsequent years.
• Act as a reliable backup for other executive coordinators during absences and high workload periods.
• Draft non-technical letters to IRS or state taxing authorities.
• Affiliate with Power of Attorney (POA) and client correspondence.
• Affiliate with preparing and processing tax return extension requests according to established protocols.
• Collaborate on the preparation of presentations.
• Organize and coordinate scheduling activities for the department, balancing workloads among staff members.
• Monitor project completion, ensuring efficient capacity utilization and timely project delivery.
• Proactively manage the partner's calendar, appointments, and meeting schedules.
• Act as the first point of contact, screening and prioritizing incoming calls and emails.
• Utilize scheduling data and client lists to provide staffing capacity insights and recommendations to the department head.
• Oversee tracking of received and completed tax returns.
• Identify and contribute to process improvements for current systems and procedures.

Skills/Abilities

• Proficiency in learning and utilizing various software programs.
• Strong time management, organizational skills, and adaptability to changing priorities.
• Critical and objective analysis for optimal outcomes.
• High degree of professionalism, confidentiality, and sound decision-making.
• Excellent written, verbal, and listening communication skills.
• Team-player mindset, flexibility, and diplomacy.
• Strategic thinking and detail-oriented execution in high-volume environments.
• Proficient in Microsoft Word, Excel, PowerPoint, Outlook, and Teams.
• Maintains composure under pressure and influences others effectively.
• Dedicated to team success, fostering a collaborative work ethic.
• Self-sufficient and driven.
• Proficient in virtual communication.

Requirements

• Partner & Leadership Support: Proactively manage senior leaders' calendars, meetings, drive time, and daily priorities to protect focus and wellbeing. Serve as a frontline liaison, screening and prioritizing calls and emails while monitoring inboxes with organized tagging systems. Anticipate needs, own non-technical tasks, and maintain structured daily check-ins with a clear action plan. Compose meeting agendas, coordinate follow-ups, and ensure effective communication among all stakeholders.
• Client Experience & Engagement Management: Proactively communicate with clients to gather tax information, maintain accurate records, and ensure timely follow-through. Deliver a positive and professional experience for prospective and existing clients, including coordinating interviews and preparing engagement letters, proposals, and final reports. Draft non-technical correspondence to taxing authorities and assist with POAs and extension requests following firm protocols. Download, organize, and maintain client documentation including statements, K-1s, and electronic communications.
• Tax & Operational Support: Track receipt and completion of tax returns to ensure accurate project updates and continuity year over year. Monitor project progress, record status updates, and support timely delivery and efficient capacity utilization. Crosstrain in assembling and processing tax returns; assist with return processing as needed. Provide support with billing, retainers, collections, A/P processing, and related administrative functions.
• Team Coordination & Capacity Management: Coordinate department scheduling and balance workloads across staff. Utilize scheduling and client data to provide staffing capacity insights and recommendations to the Department Head. Conduct one-on-one sessions with staff to support accountability and workflow momentum. Coordinate training initiatives and contribute to the preparation of internal and client-facing presentations. Identify opportunities for delegation and ensure tasks are assigned and advanced appropriately.
• Process Improvement & Collaboration: Anticipate workflow gaps and contribute to process improvements that enhance efficiency and client service. Overcommunicate proactively, ensuring all impacted parties remain informed. Serve as a reliable backup to other Executive Coordinators during absences or peak workload periods.