Tax Executive Assistant

Position Summary

We are seeking a Tax Department Executive Assistant and Administrative Professional to create a more consistent, proactive, and accountable experience for clients, partners, managers, and staff. This role is designed for someone who does more than complete assigned tasks. The right person actively reduces the number of decisions tax professionals need to make by anticipating next steps, identifying missing information, communicating clearly, and keeping work moving without unnecessary intervention.

The position serves the tax department with a strategic mindset: supporting each professional as though they are an executive, protecting the department's time, improving the client experience, and helping the administrative team execute with ownership, accuracy, and urgency.

• Client and Engagement Management: Manage professional correspondence with clients, coordinate engagement letter delivery and follow‑up, support tax engagement letters and organizers, and keep staff informed of status, open items, and next steps.
• Tax Return Delivery and Follow‑Up: Coordinate draft tax return delivery, final return assembly, signature form follow‑up, client copies, estimates, and client requests through the appropriate firm channels.
• Billing and Progress Billing: Assist with client invoicing, progress billing, and related communication so billing is accurate, timely, and coordinated with professional staff.
• Organizer and Client Communication Support: Coordinate tax organizers, business and nonprofit mailers, annual communications, quarterly estimate communications, and outreach to clients with missing information and those that have not responded.
• Tax Administration and Compliance Support: Prepare, route, fax, and follow up on POA forms, e‑file authorization forms, nonprofit filings or related support such as Indiana NP‑20R where appropriate, and recurring tax administration items.
• Workflow, Due Dates, and Reporting: Create and maintain CCH Workflow tasks, roll CCH Tax returns, add workflow points, prepare due date reports, maintain scorecards, and identify bottlenecks before they become urgent.
• Document Management and Scanning: Scan, organize, save, and route client documents; use OCR and document management tools; pull documents such as Secretary of State records, IRS Form 990s, new client sheets, intake information, and property tax documents.
• Scheduling and Internal Coordination: Schedule client meetings, internal meetings, training sessions, conference registrations, CPE records, travel details, expense reimbursements, and other administrative needs with accuracy and ownership.
• Software and Vendor Coordination: Coordinate with CCH, IT Support, and other software vendors on tax form questions, workflow issues, technical problems, and potential solutions.
• Administrative Team Leadership: Help organize priorities, assign or coordinate administrative work, improve checklists and procedures, drive operational projects, and model extreme ownership, professionalism, and accountability for the administrative team.

• Quality of work output (on‑time and accurate delivery)
• Extreme attention to detail and accuracy
• Cooperative team player
• Ability to work well under pressure and meet deadlines.
• Client‑centric approach to all matters – positive telephone, email and other communication skills as contact with clients and others will be extensive and ongoing.

Required:

• 3+ years of experience in executive assistance, administrative leadership, operations coordination, project coordination, or related work.
• Experience supporting multiple professionals, leaders, clients, or stakeholders in a deadline‑driven environment.
• Strong written and verbal communication skills with a client‑centric and professional communication style.
• Ability to stay highly organized while managing multiple priorities, deadlines, requests, and recurring processes.
• Critical thinking skills and the ability to anticipate needs, identify next steps, and reduce unnecessary decisions for others.
• Extreme attention to detail and accuracy in written communication, document handling, scheduling, billing support, and client deliverables.
• Ability to work well under pressure, especially during tax season and other high‑volume periods.
• High level of discretion and commitment to client confidentiality.
• Alignment with Donovan's firm values.

Preferred:

• Experience in a CPA firm, tax department, professional services firm, or similarly deadline‑driven client service environment.
• Experience with CCH, Karbon, tax workflow systems, CRM systems, document management systems, OCR tools, or other professional services technology.
• Prior experience supporting an executive team.