Position Overview
We are seeking a highly organized, proactive, and polished Office Assistant / Executive Support professional to support the Senior Partner and team of a fast-paced CPA firm. This role combines executive assistance, administrative support, client communication, and operational coordination.
The ideal candidate brings 15+ years of direct experience supporting senior executives, partners, founders, or similarly demanding leaders and has the professional presence and judgment to confidently represent the Senior Partner with clients, employees, and outside professionals.
This position requires more than completing assigned tasks. We are looking for someone who anticipates needs, takes ownership, solves problems resourcefully, protects the Partner’s time, and follows responsibilities through to completion without requiring constant direction.
Key Responsibilities
Executive & Administrative Support
- Provide high-level day-to-day support to the Senior Partner and team.
- Manage complex calendars, meetings, appointments, travel, reservations, and business logistics.
- Anticipate scheduling conflicts, priorities, and upcoming needs before they become issues.
- Coordinate business and limited personal scheduling and errands as needed.
- Organize and maintain confidential digital and physical files, including client documents, tax returns, and correspondence.
- Assist with onboarding new clients and staff.
- Handle both high-level and routine responsibilities with professionalism and a service-oriented mindset.
Email & Professional Communications
- Monitor inboxes, identify priorities, and determine which matters require immediate Partner attention.
- Draft, proofread, and send polished professional correspondence on behalf of the Partner.
- Communicate confidently and professionally with clients, executives, vendors, employees, and outside professionals.
- Track follow-ups through completion and ensure communication loops are closed rather than considering a matter complete once an email is sent.
- Maintain the Partner’s communication style and the firm's professional standards.
Executive Partnership & Problem-Solving
- Anticipate the Partner’s needs and proactively move work forward without waiting for step-by-step instructions.
- Research issues, identify solutions, and develop options before escalating routine matters.
- Exercise sound judgment regarding what can be handled independently and what requires the Partner’s involvement.
- Protect the Partner’s time by appropriately prioritizing requests, interruptions, and competing demands.
- Remain composed and productive when schedules change, priorities shift, or unexpected issues arise.
- Handle confidential, sensitive, and business-critical matters with exceptional discretion.
Team & Client Support
- Support accounting and tax professionals with administrative and coordination needs.
- Assist with gathering documents, organizing workpapers, and tracking client and tax deliverables.
- Coordinate with third-party providers, including payroll, bookkeeping, legal, and other professional service providers.
- Build positive relationships with clients and colleagues while maintaining appropriate professional boundaries.
- Work collaboratively with people at all levels and approach responsibilities with a low-ego, team-oriented mindset.
Operations & Process Support
- Maintain task trackers and proactively monitor deadlines, client deliverables, and outstanding items.
- Identify workflow gaps or inefficiencies and recommend practical improvements.
- Assist with implementing and maintaining workflow and organizational systems.
- Use technology and AI appropriately to improve drafting, research, meeting preparation, scheduling, organization, and workflow efficiency while protecting confidential information.
- Take ownership of assigned responsibilities from initial request through final completion.
Qualifications
- 15+ years of substantial, direct experience supporting senior executives, partners, founders, or similarly demanding leaders, rather than primarily general administrative experience.
- Proven ability to operate as a trusted executive support professional with significant responsibility and independence.
- Exceptional written and verbal communication skills with a clear, confident, and professional communication style.
- Strong organizational, prioritization, and multitasking abilities.
- Excellent attention to detail and accuracy.
- Demonstrated initiative, resourcefulness, problem-solving ability, and follow-through.
- Sound professional judgment and ability to determine when to act independently and when to escalate.
- Ability to remain composed and effective in a fast-paced, deadline-driven environment.
- High level of discretion and experience handling confidential information.
- Proficiency in Microsoft Office, including Outlook, Excel, and Word, and Google Workspace.
- Comfortable learning and using technology, workflow platforms, and AI tools responsibly.
- Experience with DocuSign, SmartVault, Lacerte, or similar professional services tools is a plus.
- Previous experience supporting executives in a CPA firm, accounting firm, law firm, or other professional services environment is preferred.
Professional Attributes
The successful candidate will demonstrate:
- Executive-level presence — polished, composed, credible, and comfortable representing a Senior Partner.
- Proactivity — anticipates needs and takes initiative without waiting to be directed.
- Ownership — follows responsibilities through completion and closes communication loops.
- Resourcefulness — researches problems and develops solutions before escalating.
- Adaptability — remains effective when priorities or schedules change unexpectedly.
- Service orientation with confidence — willing to handle both high-level and routine tasks while comfortable making recommendations and raising concerns.
- Low ego and teamwork — treats colleagues and responsibilities at all levels with respect.
- Warmth and relationship skills — approachable and personable while maintaining professional boundaries.
- Judgment and discretion — handles sensitive information appropriately and knows when Partner involvement is necessary.
- Long-term role alignment — genuinely interested in continuing a career in executive support and developing a trusted, long-term working relationship with the Partner.
- Technology and AI capability — uses modern tools to improve efficiency while maintaining confidentiality and professional standards.
Compensation & Work Environment
- Competitive compensation based on experience.
- Opportunity for long-term growth within a dynamic CPA firm.
- Collaborative, professional, and team-oriented environment.
- Exposure to high-level business, client, tax, and firm operations.
Summary
This role is ideal for an experienced executive support professional who takes pride in becoming a trusted right hand to a senior leader. The successful candidate will not simply wait for tasks to be assigned—they will anticipate needs, protect the Partner’s time, identify and solve problems, communicate proactively, maintain exceptional organization, and take ownership from request through completion.
We are looking for someone who combines executive presence, warmth, discretion, initiative, sound judgment, adaptability, and a genuine service mindset and who is interested in building a long-term professional relationship within the firm.
Professional Attributes
The successful candidate will demonstrate:
- Executive-level presence — polished, composed, credible, and comfortable representing a Senior Partner.
- Proactivity — anticipates needs and takes initiative without waiting to be directed.
- Ownership — follows responsibilities through completion and closes communication loops.
- Resourcefulness — researches problems and develops solutions before escalating.
- Adaptability — remains effective when priorities or schedules change unexpectedly.
- Service orientation with confidence — willing to handle both high-level and routine tasks while comfortable making recommendations and raising concerns.
- Low ego and teamwork — treats colleagues and responsibilities at all levels with respect.
- Warmth and relationship skills — approachable and personable while maintaining professional boundaries.
- Judgment and discretion — handles sensitive information appropriately and knows when Partner involvement is necessary.
- Long-term role alignment — genuinely interested in continuing a career in executive support and developing a trusted, long-term working relationship with the Partner.
- Technology and AI capability — uses modern tools to improve efficiency while maintaining confidentiality and professional standards.