What are the responsibilities and job description for the Executive assistant and firm operations coordinator position at LEAF Specialty Tax Consultants?
Executive Assistant & Firm Operations Coordinator
Company Description
Leaf Specialty Tax Consultants is a rapidly growing tax and specialty consulting firm serving businesses and individuals throughout the United States. We specialize in tax preparation, tax planning, R&D tax credits, and specialty tax consulting engagements that help clients minimize tax liability and maximize opportunities.
We are not a traditional accounting firm. Our culture is built around responsiveness, accountability, continuous improvement, and delivering an exceptional client experience. We move quickly, solve complex problems, and are committed to helping our clients succeed.
As our firm continues to grow, we are looking for exceptional people who want more than a job. We want team members who take ownership, build systems, solve problems, and help create the foundation for the next stage of growth.
Role Description
Leaf Specialty Tax Consultants is seeking an Executive Assistant & Firm Operations Coordinator to work directly with the firm’s owner and leadership team. This is a full-time hybrid position with flexibility for remote work. Candidates located near Layton, Davis County, Midvale, Sandy, Draper, South Jordan, or surrounding areas are strongly preferred.
This is not a traditional administrative assistant position.
The successful candidate will become the organizational backbone of the firm by helping manage client communication, workflow coordination, scheduling, project tracking, CRM administration, internal accountability systems, and day-to-day operations. This role exists to create order, maintain momentum, and ensure that important tasks, deadlines, and client commitments never fall through the cracks.
You will work directly with the owner to help manage a growing business, improve processes, coordinate priorities, and support both clients and team members. The right person will quickly become one of the most important members of the organization.
Key Responsibilities
Executive Support
* Manage calendars, appointments, and scheduling
* Assist with email management and communication prioritization
* Coordinate meetings and track action items
* Prepare reports, correspondence, and administrative documents
* Support leadership with special projects and operational initiatives
Client Success & Communication
* Serve as a primary point of contact for client follow-up
* Track outstanding documents, signatures, and client requests
* Coordinate onboarding of new clients
* Maintain professional and timely communication with clients
* Help ensure an exceptional client experience from start to finish
Operations & Workflow Management
* Manage CRM systems and workflow tracking tools
* Monitor project deadlines and firm deliverables
* Coordinate projects between team members and departments
* Document and improve operational processes
* Identify bottlenecks and recommend solutions
* Maintain accountability systems that keep projects moving forward
Administrative & Organizational Support
* Maintain organized electronic records and files
* Assist with data entry, reporting, and administrative projects
* Support billing, collections, and client management activities
* Help implement and improve technology systems and workflows
What We’re Looking For
The ideal candidate is:
* Extremely organized and detail-oriented
* Proactive rather than reactive
* Comfortable managing multiple priorities simultaneously
* A strong communicator both verbally and in writing
* Confident following up with clients and team members
* Able to create structure in a fast-moving environment
* Comfortable learning new software and technology tools
* Someone who takes ownership and follows through
Preferred Experience
* Executive Assistant
* Office Manager
* Operations Coordinator
* Project Coordinator
* Client Success Coordinator
* Accounting, tax, legal, financial services, or other professional service environments
* CRM systems and workflow management software
* QuickBooks Online or bookkeeping experience
What Success Looks Like
Success in this role means:
* Client emails and requests are handled promptly
* Deadlines are proactively managed
* Projects move efficiently through the firm’s workflow
* Leadership stays focused on high-value activities
* Clients feel informed and supported
* Internal systems become more organized and scalable
* Nothing important falls through the cracks
Growth Opportunity
This position is expected to evolve into a Firm Administrator or Operations Manager role as the company grows. We are looking for someone who wants to build a long-term career, contribute to the firm’s success, and become a key part of our leadership team.
If you love organization, systems, accountability, and helping a growing business scale, we’d love to hear from you.