Executive Assistant

Position Summary: The Executive Assistant provides high‑level administrative, client‑service, and operational support to the firm’s 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

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