CPA Office Assistant​/Executive Support

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.

• 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.

• 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.

• 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.

• Support accounting and tax professionals with administrative and coordination needs.
• Assist with gathering documents, organizing work papers, 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.

• 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…