Executive Assistant

Position Summary : The Executive Assistant provides high‑level administrative, client‑service, and operational support to the firms partners, with a primary focus on tax as well as support to the wealth management and marketing leader at the firm. This role is responsible for managing complex calendars, coordinating client interactions & data, generating due date reports, and ensuring partners are fully supported in their daily activities. The Executive Assistant serves as a key liaison between partners, clients, internal teams, and external contacts, maintaining a high level of professionalism, confidentiality, and responsiveness. This position requires exceptional communication skills, strong organizational abilities, and the capacity to manage multiple priorities in a fast‑paced CPA firm environment.

Essential Job Functions

- Manage and screen all incoming calls for firm partners, with emphasis on tax partners.

- Coordinate and schedule client meetings, including preparation of related materials.

- Assist in gathering, organizing, and tracking client documentation and data requests.

- Enter and maintain partner CPE records, expense reports, and related compliance items.

- Arrange and manage partner travel schedules, itineraries, and logistics.

- Review XCM status reports and provide partners with timely updates and summaries.

- Register partners for CPE courses and ensure compliance with licensing requirements.

- Provide administrative support for Wealth Management activities as needed.

- Maintain and update MAP, ABLE, and other internal tracking systems or dashboards.

- Support partners with scheduling requests, calendar management, and workflow coordination.

- Track marketing initiatives, deadlines, and deliverables to ensure timely completion.

- Coordinate marketing event planning efforts such as seminars, webinars, and client appreciation events

- Coordinate partner meetings and strategic retreat

- Additional duties:

Other duties as assigned

Qualifications

Innovation

- Anticipate and solve problems with original and tailored solutions.

- Forward thinking and big picture focused

Teamwork

- Think of others, humble, loyal and puts the firm first.

- Collaborate within teams.

- Develop relationships with peers and attend firm events.

Ownership

- Self-driven and strives to get the job done in a timely manner without passing the buck.

- Total responsibility of knowledge on assigned tasks and technical matters

- Provide quality work.

Communication

- Effectively exchange meaningful information and ideas on a timely basis with tact and open minds by listening first and asking questions second

- Communicate effectively and professionally.

- Keep immediate supervisor informed

Education:

- High School Diploma, GED or equivalent required

Experience:

- 5 years of executive assistant experience, preferably with a CPA firm, financial services, or other professional services environment

Software:

- Microsoft Office Suite (Outlook, Excel, Word, PowerPoint)

- Familiarity with CRM and Due date tracking systems

- TEAMS

- Adobe Acrobat

Other knowledge, skills, and abilities:

- Demonstrates exceptional verbal and written communication skills when interacting with clients, partners, and internal teams.

- Serves as a professional, polished point of contact for clients, ensuring timely and accurate responses to inquiries.

- Builds strong client relationships through proactive communication, follow‑up, and attention to detail.

- Maintains a high level of confidentiality and professionalism in all client and partner interactions