Executive Administrative Assistant

We are a growing U.S.-based CPA firm providing accounting, payroll, tax, and advisory services to businesses across the United States. We are looking for an organized, proactive, and detail-oriented Executive Administrative Assistant to support firm leadership and help keep our operations running efficiently.

This role requires someone who enjoys solving problems, managing multiple priorities, and communicating professionally with clients and team members.

· Manage executive calendars and scheduling

· Monitor and organize executive email inboxes

· Respond promptly and professionally to client inquiries received via email, phone (Zoom Phone), and the website inquiry form.

· Coordinate meetings and prepare agendas

· Follow up with clients regarding requested documents and outstanding items

· Assist with engagement letters and client onboarding

· Maintain and update client records

· Manage tasks and workflows within Canopy

· Coordinate with payroll, accounting, and tax teams

· Prepare reports and meeting notes

· Maintain internal SOPs and documentation

· Track deadlines and ensure timely completion of projects

· Handle confidential information with professionalism

· Perform other administrative duties as assigned

· Minimum 3 years of Executive Assistant or Administrative Assistant experience

· Excellent written and verbal English communication skills

· Strong organizational and time-management skills

· Ability to prioritize multiple tasks with minimal supervision

· High attention to detail

· Advanced Microsoft Office and Google Workspace skills

· Experience with virtual meeting platforms (Zoom, Teams)

· Comfortable learning new software quickly

· Experience using Canopy is required

· Experience supporting executives in a professional services or accounting firm is highly preferred

· Familiarity with CRM and document management systems

· Experience with electronic signatures (DocuSign or similar)

· Experience working with U.S.-based clients

· Project coordination experience

· Accounting or bookkeeping background

The ideal candidate is:

· Highly organized and dependable

· Proactive rather than reactive

· Professional and client-focused

· Able to maintain confidentiality

· Comfortable working independently

· A strong communicator who can represent the firm professionally

· Monday–Friday

· 8:00 AM – 5:00 PM EST

· Full-time remote position