Executive Assistant & Practice Operations Coordinator
Compensation
South Africa: $2,000-$2,600 USD/month
LATAM: $2,200-$2,800 USD/month
Location: Remote, South Africa or LATAM
Schedule: Full-time, must provide meaningful overlap with U.S. Pacific Time business hours
Employment Type: Full-time contractor
Reports To: Founder / Principal
About The Company
A growing U.S. tax and advisory practice serving business owners, individuals, and other clients with tax preparation, compliance, and advisory services.
The firm is expanding its client base and needs additional operational capacity to keep client work organized, responsive, and moving forward.
Role Overview
We are seeking a highly organized, proactive Executive Assistant & Practice Operations Coordinator to become the operational right hand to the firm's founder.
This is more than a traditional Executive Assistant position. The successful candidate will help manage the flow of client work, organize the founder's inbox and calendar, monitor projects, communicate with clients, collect outstanding documentation, and ensure important tasks do not fall through the cracks.
The ideal candidate is an operator, not simply a task taker. They should be comfortable assessing priorities, identifying what needs attention, following up without being prompted, and bringing the founder only the issues that genuinely require his involvement.
The role will also support the development of SOPs and AI-enabled workflows as the practice continues to scale.
Key Responsibilities
Practice Operations & Project Management
- Manage and monitor client projects through TaxDome or similar practice management software.
- Track project status, deadlines, outstanding items, and client deliverables.
- Identify stalled or at-risk projects and proactively follow up.
- Maintain visibility into the status of priority clients.
- Help the founder understand what requires immediate attention and what can wait.
- Organize and batch tasks to reduce unnecessary context switching.
Client Communication
- Respond to routine client status inquiries by email.
- Draft and send polished communications on behalf of the founder when appropriate.
- Request missing tax, accounting, and financial documents.
- Follow up consistently on outstanding documentation.
- Communicate expected timelines and next steps to clients.
- Escalate technical or sensitive issues to the founder.
Executive Support
- Manage and triage the founder's inbox.
- Maintain and coordinate the founder's calendar.
- Prepare daily and weekly priority lists.
- Track follow-ups and outstanding commitments.
- Coordinate meetings and client communications.
- Provide occasional administrative support across the founder's other business interests and personal scheduling needs.
Process Improvement & AI
- Document recurring workflows and build practical SOPs.
- Identify operational bottlenecks and recommend improvements.
- Create systems that make recurring processes easier to manage.
- Use AI tools to improve productivity, communication, documentation, and workflow management.
- Gradually take greater ownership of operational improvement as familiarity with the business grows.
Hard Skills
- 3+ years of experience in Executive Assistance, Operations, Project Coordination, Practice Management, or a similar role.
- Experience in accounting, tax, finance, legal, or another professional-services environment strongly preferred.
- Experience with TaxDome, Karbon, Canopy, Asana, ClickUp, or similar platforms preferred.
- Strong Google Workspace and/or Microsoft 365 skills.
- Strong email and calendar management experience.
- Comfortable working across multiple SaaS platforms.
- Comfortable using ChatGPT or comparable AI tools.
- Strong written English.
Soft Skills
- Highly proactive and self-directed.
- Excellent organizational ability.
- Strong judgment and prioritization.
- Comfortable operating with ambiguity.
- Client-facing professionalism.
- Persistent follow-through.
- High attention to detail.
- Strong ownership mentality.
- Able to anticipate problems rather than simply react to them.
- Comfortable respectfully holding a founder accountable to outstanding tasks.
About The Candidate
The ideal candidate naturally asks:
"What needs to happen next?"
Rather Than
"What task should I do next?"
They should be capable of looking at a busy practice, understanding what is happening, organizing the workflow, and creating clarity for the founder.
A candidate who has only performed traditional administrative tasks with detailed instructions will not be enough for this role.
Why This Role Matters
The founder currently sits at the center of too many operational workflows.
Client questions, project tracking, document collection, email, follow-up, and prioritization are competing with his highest-value responsibilities.
This hire will create leverage by ensuring the practice keeps moving without requiring the founder to personally monitor every detail.