Administrative Assistant

Administrative Assistant

Location: Remote (USA), Hybrid or Onsite (Draper or Lindon, UT)

Schedule: Monday – Friday, 9:00 AM – 5:00 PM MST (40 hours/week)

Salary: $18 – $23 per hour

Overview

Incite Tax is seeking a highly organized, detail-oriented Administrative Assistant who loves processes, thrives in structured environments, and is committed to delivering exceptional client service. In this role, you will directly support our tax team by preparing client files, assisting with documentation, managing communication, and ensuring each “Tax Project” flows smoothly from start to finish.

This position is perfect for someone who enjoys checklists, clear processes, continuous improvement, and being the first friendly point of contact for clients. You’ll play a critical part in helping business owners feel confident in their numbers and supported throughout their tax journey.

About Incite Tax

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.

Responsibilities/ What You’ll Do

As an Administrative Assistant at Incite Tax, you are essential to creating a smooth and supportive client experience. You will manage each step of the client’s Tax Project and ensure accuracy, communication, and timeliness throughout the process.

Client Support & Documentation

• Organize and electronically compile all required client documents for tax preparation.
• Prepare files for the Tax Department so they can efficiently input data and complete returns.
• Coordinate first-level reviews by routing files to Tax Professionals for initial peer review.
• Package completed tax returns for clients in a clear, accurate, and easy-to-understand format.

Communication & Client Experience

• Answer incoming client phone calls—warmly, professionally, and consistently.
• Follow up with clients to confirm understanding, gather missing documents, and obtain approval to file.
• Route or resolve client inquiries promptly.
• Email clients to confirm successful filing with the IRS.

Tax Filing Support

• Secure final client approval before filing.
• File returns electronically with the IRS.
• Confirm filing acceptance and close out Tax Projects.

Administrative & Team Support

• Manage and triage email inboxes for assigned tax professionals.
• Prepare prompts and reminders to ensure timely responses to clients.
• Proactively reach out to clients to keep Tax Projects moving forward.
• Support bookkeeping onboarding tasks, as needed.

Key Metrics:

While each step has its own metrics associated, these are key metrics to ensure our clients receive the best service:

• 100% of client emails are responded to within 24 hours with care and accuracy
• 95% of incoming client calls are answered by an Administrative Assistant, with all voicemails returned the same day

Who We’re Looking For / Qualifications

• Super organized and detailed
• A planner who uses checklists regularly
• Independent and self-disciplined to accomplish tasks
• Loves processes, systems, and dad jokes
• Proficient in Google Suite
• Comfortable with sharing ideas for process improvement
• Is kind of a big deal

Benefits

• Comprehensive health insurance
• 401K with employer match
• Paid Time Off (PTO)
• 14 paid holidays (including Christmas Eve through New Year’s Day)
• Opportunities for professional development and career growth
• Casual dress code (jeans and t-shirts encouraged)
• Supportive culture that values work-life balance and employee well-being

Why Join Incite Tax?

At Incite Tax, you won’t just clock in for a job, you’ll build a career with people who actually care about your growth, balance, and well-being.

• Balance: Reasonable hours year-round (yes, even during tax season)
• Growth: A clear, accelerated path to leadership and ownership
• Flexibility: Work as a remote accountant or enjoy a hybrid schedule that fits your life
• Culture: A positive, collaborative team that values people as much as performance

Our Application Process

If you’re ready to grow your career with a firm that respects both your expertise and your time, we’d love to hear from you. Apply today to learn more about the role and our team!

Here’s what our hiring process looks like:

• Online Application
• Skills and Competency Assessment
• Initial Google Meet Interview
• Team Fit Interview