Executive Administrative Assistant

Position Summary

The Administrative Assistant plays a critical role in supporting daily operations within the accounting firm. This position ensures smooth workflow by managing administrative tasks, coordinating client communications, and assisting the accounting team with organization, scheduling, and document management.

The ideal candidate is highly organized, detail-oriented, client-focused, and comfortable working in a fast-paced, deadline-driven environment, especially during peak tax and reporting seasons.

Key Responsibilities

Administrative & Office Support

• Provide day-to-day administrative support to partners, managers, and accounting staff
• Manage calendars, schedule meetings, and coordinate appointments
• Answer and direct incoming calls, emails, and client inquiries in a professional manner
• Maintain office organization, supplies, and administrative systems

Client Communication & Coordination

• Serve as a first point of contact for clients, ensuring a professional and welcoming experience
• Assist with onboarding new clients (collecting documents, engagement letters, intake forms)
• Follow up with clients regarding missing documentation and deadlines
• Maintain accurate client records in CRM or document management systems

Document Management & Compliance Support

• Organize, scan, upload, and maintain client files (digital and/or physical)
• Assist with secure document exchange via platforms such as ShareFile or similar tools
• Ensure documents are properly labeled, stored, and easily accessible
• Support compliance by maintaining organized audit-ready documentation

Accounting Team Support

• Assist with assembling financial reports, tax returns, and client deliverables
• Prepare basic templates, forms, and administrative portions of reports
• Track project deadlines and ensure tasks are progressing on schedule
• Support workflow management systems and task tracking tools

Billing & Administrative Tracking

• Assist with invoicing clients and tracking payments
• Maintain engagement trackers and client status reports
• Support time tracking and internal reporting processes

Qualifications

Education & Experience

• High School Diploma required; Associate’s or Bachelor’s degree preferred
• 2 years of administrative experience (accounting firm experience strongly preferred)

Skills & Competencies

• Strong organizational and time management skills
• Excellent verbal and written communication skills
• High attention to detail and accuracy
• Ability to manage multiple priorities and meet deadlines
• Professional demeanor with strong client service skills

Technical Skills

• Proficiency in Microsoft Office (Excel, Word, Outlook)
• Experience with QuickBooks Online (QBO) (preferred but not required)
• Familiarity with document management systems (e.g., ShareFile, Google Drive, Dropbox)
• CRM or practice management software experience is a plus

Key Performance Indicators (KPIs)

• Client response time within 24 hours
• Document collection completion rate of 95% before deadlines
• Accuracy rate of administrative work at 98%
• On-time scheduling and task coordination of 95%
• Reduction in missing client documentation

Work Environment

• Fast-paced, deadline-driven environment (especially during tax season)
• Collaborative team setting with high client interaction
• May require extended hours during peak periods

Why Join Our Team

• Opportunity to grow within a professional accounting and financial services firm
• Exposure to financial operations and client management
• Supportive, team-oriented culture

Commitment to excellence, organization, and client success

Pay: $15.00 - $20.00 per hour

Expected hours: 40.0 per week

Benefits:

• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Education:

• Associate (Required)

Experience:

• Administrative support: 3 years (Required)

Ability to Commute:

• Universal City, TX 78148 (Required)

Work Location: In person

Salary : $15 - $20