Executive Assistant to COO

Salary: $83,000 - $100,000 (depending on experience and skills)

Incite Tax is looking for an Executive Assistant to work directly with the COO as a trusted partner and right-hand operator. This is not a task-execution role. It is a judgment role. The person in this seat runs alongside a fast-moving executive and makes sure nothing slips, nothing is forgotten, and nothing requires the COO's attention that did not need to get there.

The ideal candidate is one step ahead at all times. They do not wait to be told what to do. They figure it out. They bring recommendations, not questions. When the COO makes a request, they move immediately with speed and accuracy. Not one or the other. Both. They own their domain completely and hand the COO only the decisions that genuinely require him.

If you thrive on structure, ownership, urgency, and getting things done without a playbook being handed to you, keep reading.

Ryan is direct, fast-moving, and genuinely enjoys working alongside people who bring energy and personality to the room. This is not a buttoned-up corporate environment. If you can be sharp, fun, and relentlessly on top of your game at the same time, you are going to love this seat.

At Incite Tax, we’re not afraid to say it, the IRS sucks! They take too much of people’s hard-earned money, and we’re here to help stop that. We work with small business owners to understand their numbers, make smarter decisions, and keep more of what they earn.

We built our company on one simple belief: you shouldn’t have to choose between a successful career and a real life. With flexible schedules, honest communication, and a culture that supports work-life balance, you can grow your career while still having time for family, hobbies, and sanity.

• Project Management & Follow-Through: Own tracking and follow-up on the COO's active initiatives. Manage moving parts, deadlines, and action items across multiple work streams simultaneously — ensuring nothing falls through the cracks.
• Anticipatory and Proactive Support: Identify what the COO needs before he asks, whether that is information, logistics, or a decision that needs to be made. When a request comes in, it is treated with urgency. You move fast, you move accurately, and you close the loop. When you bring a question, you bring a recommended answer with it. This role does not route problems upward.
  
  It solves them and reports back.
• Executive Calendar Management: Manage the COO’s schedule with high judgment; strategically balancing meetings, deep-work buffers, and shifting business priorities.
• Email and Communication Management: Own the inbox. Triage incoming messages, draft and send responses on the COO's behalf, and surface only what genuinely requires his attention. This is a central and high-priority function of the role. You must be able to write in the executive's voice across internal and external communications, not just monitor or flag messages.
• Strategic Gatekeeping: Act as the primary filter for the COO’s time and attention; evaluate requests, set firm boundaries, and redirect inquiries to the appropriate leads.
• Stakeholder Coordination: Serve as a central hub for internal teams, leadership, and external partners to drive clarity, alignment, and follow-through on key initiatives.
• Admin Team Oversight: May include oversight and direction of junior administrative staff. Where applicable, set expectations, follow up on deliverables, and elevate only what genuinely requires leadership involvement.
• Vendor and Operational Support: May own first-pass vendor communications, coordination, and relationship management across a range of operational and business needs. Comfortable managing multiple vendor relationships simultaneously and moving things forward without being pushed.
• Personal Executive Support: Provide support on personal logistics and lifestyle coordination as needed. This may include personal appointments, vendor coordination for personal projects, and other executive lifestyle support. Discretion and confidentiality are non-negotiable in this area.
• Administrative Excellence: Maintain internal workflows,…