Firm Office Coordinator/ Executive Assistant

Firm Operations Coordinator / Executive Assistant

Company: MTE Tax AdvisorsLocation: Carthage, MS (In-Office Preferred | Hybrid Considered for the Right Candidate)Job Type: Full-TimeSalary: Starting at $35,000 annually (Based on Experience)

Build Something Bigger Than a Job

At MTE Tax Advisors, we’re building more than a tax office.

We help business owners reduce taxes, increase profitability, navigate IRS issues, and build long-term financial success through bookkeeping, payroll, tax planning, IRS representation, and proactive advisory.

As our firm has grown, we’ve realized we need someone who is passionate about creating order, protecting client relationships, and helping a business operate with excellence.

This is not a traditional Executive Assistant position.

This is an opportunity to become the operational heartbeat of a growing advisory firm and help build the systems that will shape our future.

If you love organizing, solving problems, improving processes, and making sure nothing falls through the cracks, we would love to meet you.

About the Position

Your mission is simple:

Help create an exceptional client experience by ensuring work moves efficiently, clients are cared for, deadlines are protected, and our team can focus on serving clients instead of putting out fires.

You won’t be expected to prepare tax returns or provide tax advice.

Instead, you’ll become the person who keeps projects moving, communicates with clients, coordinates workflows, and helps create systems that allow our firm to grow.

What You’ll Do

Your responsibilities will include:

Client Experience

• Coordinate new client onboarding
• Schedule meetings and manage calendars
• Follow up with clients regarding missing documents
• Prepare client meeting folders
• Ensure every client knows where they are in the process
• Maintain excellent client communication

Operations

• Manage TaxDome workflows and projects
• Track deadlines and client deliverables
• Organize IRS representation files
• Prepare advisory meeting packets
• Coordinate tax return workflow
• Build and improve internal systems
• Document processes and create checklists
• Help implement AI and automation tools
• Assist with special projects

Project Management

• Keep projects moving from start to finish
• Monitor outstanding client commitments
• Coordinate with bookkeeping and payroll
• Ensure work is properly handed off between team members
• Identify bottlenecks before they become problems

This Position Is NOT

Preparing tax returns

Giving tax advice

Sitting behind a desk answering phones all day

Waiting to be told what to do

This Position IS

✔ Creating organization

✔ Protecting client relationships

✔ Solving problems

✔ Building systems

✔ Improving processes

✔ Helping a growing business succeed

Who We’re Looking For

We’re searching for someone with exceptional character.

The right person is:

• Extremely dependable
• Exceptionally organized
• Detail-oriented
• A natural rule follower
• Honest and trustworthy
• Calm under pressure
• A proactive problem solver
• Comfortable with technology
• Able to manage multiple priorities
• A strong communicator
• Someone who follows through every time

You Might Be a Great Fit If…

People regularly describe you as:

• “Nothing falls through the cracks when they’re involved.”
• “They’re the most dependable person I know.”
• “They’re always prepared.”
• “They’re incredibly organized.”
• “If they say they’ll do something, it gets done.”
• “They make stressful situations feel manageable.”

Experience We’d Love

Experience in one or more of the following:

• Executive Assistant
• Operations Coordinator
• Office Manager
• Project Coordinator
• Administrative Management
• Client Success
• Financial Services
• Legal Office
• Medical Office
• Accounting Firm

Experience with these tools is helpful but not required:

• Google Workspace
• QuickBooks Online
• TaxDome
• CRM software
• Microsoft Office
• AI tools (ChatGPT, Gemini, Claude)

What Success Looks Like

Within your first 90 days, you’ll:

• Help organize and prioritize active client work.
• Improve communication with clients.
• Keep projects moving without constant supervision.
• Reduce work bottlenecks.
• Protect the owner’s time by handling coordination and follow-up.
• Build systems that improve efficiency and consistency.

Our Core Values

We believe in:

• Integrity
• Excellence
• Ownership
• Continuous Improvement
• Dependability
• Faith
• Serving Others Well

We’re looking for someone who believes that doing things the right way matters.

Why Join MTE Tax Advisors?

• Competitive salary
• Benefits
• Paid time off
• Professional development
• Leadership growth opportunities
• Opportunity to help build a growing firm
• Positive, purpose-driven culture
• Technology-forward workplace using AI and automation

Our Hiring Process

We take hiring seriously because we’re looking for a long-term team member.

Our process includes:

• Resume Review
• Cover Letter
• Initial Interview
• Personality & Work Style Assessment
• Paid Working Interview
• Final Interview

Cover Letter Questions

Please answer the following:

• Tell us about a time you stepped into a chaotic situation and brought order to it.
• What organizational systems or routines help you stay organized?
• Describe a time you improved a process.
• Tell us about a mistake you made at work and what you learned.
• Why do you believe you’d be a great fit for this role?

Paid Working Interview

Finalists will participate in a paid working interview where they’ll complete practical exercises related to project management, organization, client communication, prioritization, and workflow management.

We’re much more interested in how you think than what’s written on your résumé.

To Apply

Please submit:

• Your résumé
• Cover letter answering the questions above

to:

admin@mytaxexact.com

or apply directly through Indeed.

Final Thought

We’re not looking for someone who simply wants a job.

We’re looking for someone who wants to help build something meaningful.

If you’re the type of person who thrives on creating order, loves helping others succeed, and finds satisfaction in bringing calm to chaos, we’d love the opportunity to meet you.

Job Types: Full-time, Part-time, Contract

Pay: From $35,000.00 per year

Benefits:

• Dental insurance
• Health insurance
• Vision insurance

Experience:

• Operations management: 5 years (Required)
• Executive administrative support: 5 years (Required)

Ability to Commute:

• Carthage, MS (Required)

Work Location: Hybrid remote in Carthage, MS