What are the responsibilities and job description for the Executive Assistant / Operations Coordinator position at OnlineJobs.PH?
ng-Term Career Opportunity with a New Jersey CPA & Advisory Firm
Are you an exceptionally organized, proactive professional who enjoys helping a busy executive stay organized while delivering outstanding client service?
If so, we'd love to meet you.
We are a well-established CPA and advisory firm headquartered in New Jersey, USA, with multiple divisions serving businesses throughout the United States. We are seeking a long-term Executive Assistant / Operations Coordinator who wants to become an integral part of our growing team—not just another virtual assistant.
This is an exciting opportunity to work directly with our CEO and become a trusted member of our organization. We are looking for someone who takes ownership of their work, communicates professionally, follows through without being reminded, and genuinely enjoys helping people.
Schedule
Training
Approximately 20-25 hours per week during the first 1-2 weeks.
Regular Schedule
Monday-Friday
10:00 AM-6:00 PM Eastern Time (USA)
One-hour unpaid lunch
Approximately 35 hours per week
Tax Season Schedule (approximately February 15-April 15)
Monday-Friday
10:00 AM-6:30 PM Eastern Time (USA)
30-minute unpaid lunch
Approximately 40 hours per week
You must be available during these hours.
What You'll Be Doing
No Two Days Are The Same. Responsibilities Include
Managing the CEO's calendar using Calendly.
Scheduling, confirming, and rescheduling appointments.
Extensive professional email correspondence with clients and prospective clients.
Speaking with clients over the telephone in a friendly, confident, and professional manner.
Assisting with incoming calls when our primary receptionist is unavailable.
CRM management and data entry (GoHighLevel preferred; HubSpot experience is a plus).
Managing pipelines, tasks, reminders, and follow-up activities.
Preparing engagement letters for new clients.
Assisting with onboarding new clients.
Following up with clients regarding missing information, declined credit card or ACH payments, engagement documents, and other outstanding items.
Uploading documents to client portals.
Saving and organizing documents on our secure server.
Assisting during tax season by organizing and uploading tax returns to our client portal and internal file management system.
Creating spreadsheets, reports, SOPs (Standard Operating Procedures), and tracking systems.
Helping monitor bookkeeping and accounting workflow to ensure projects remain on schedule.
Coordinating with internal tea ---------- mbers to help keep projects moving forward.
Providing executive support on a wide variety of administrative and special projects.
Performing additional ad hoc duties as needed.
Some days are very busy, while others are slower. During slower periods, we expect you to look for ways to improve systems, organize projects, and stay productive.
Required Qualifications
Outstanding written and spoken English.
Excellent grammar and professional business writing.
Friendly, polished telephone communication skills.
Strong customer service mindset.
Exceptional organizational skills.
Excellent attention to detail.
Strong follow-up skills.
Highly proactive and dependable.
Ability to prioritize multiple tasks.
Comfortable learning new software quickly.
Strong computer and technology skills.
Ability to work independently while remaining a collaborative tea ---------- mber.
Comfortable using modern AI productivity tools to improve efficiency and produce high-quality work.
Preferred Software Experience
Experience with some or all of the following is preferred:
Calendly
GoHighLevel
HubSpot
Microsoft Outlook
Microsoft Word
Microsoft Excel
Adobe Acrobat Professional
Microsoft Teams
TaxDome (preferred But Not Required)
We will train you on our proprietary File Manager and Financial Cents systems.
Our Ideal Candidate
You are someone who naturally takes ownership.
When you are assigned a task, you own it until it is completed. You maintain organized task lists, proactively follow up with clients and tea ---------- mbers, provide regular updates, and ensure nothing falls through the cracks. You don't wait to be reminded.
You enjoy creating systems, improving processes, and making busy people more efficient.
Equipment Requirements
You Must Have
A reliable computer capable of running multiple applications simultaneously.
Two monitors (required).
High-speed internet.
A reliable backup internet connection (such as a mobile hotspot).
A quality webcam.
A professional noise-canceling headset.
A quiet, dedicated workspace.
Because you will regularly communicate with clients, your workspace must be professional. Loud background noise such as children, televisions, barking dogs, roosters, construction noise, or frequent interruptions is not acceptable during working hours.
You will be expected to remain available on Microsoft Teams throughout your scheduled workday so we can communicate and collaborate as needed.
This Position Is NOT a Good Fit If...
You are actively working another job during the hours you are committed to our company.
You frequently disappear or become unavailable during working hours.
You require constant reminders to complete assigned tasks.
You struggle with organization or follow-through.
You are uncomfortable learning new software.
You do not enjoy speaking with clients.
You are looking for a short-term position.
What We Offer
Long-term career opportunity.
Competitive Hourly Compensation Based On Experience.
Paid training.
Performance reviews.
Opportunities for increased responsibility and career growth.
A respectful, supportive, and professional work environment.
How to Apply
To demonstrate your attention to detail, begin your application with the words:
"I thrive on follow-through."
If selected for an interview, you will be asked to submit a short 3-5 minute video answering the following questions:
Why do you believe you are the ideal candidate for this position?
Which of the software applications listed above have you used professionally, and what was your level of experience with each?
On a scale of 1-10, how would you rate your computer skills and your ability to learn new software quickly? Please explain.
What is your current internet speed? Please include a screenshot, and tell us whether you have a backup internet connection (such as a mobile hotspot).
When are you available to start?
How many years of Executive Assistant experience and Administrative Assistant experience do you have?
Have you worked for U.S.-based companies? If so, please describe those positions, how long you worked there, and your primary responsibilities.
We look forward to meeting someone who is organized, dependable, proactive, and excited to build a long-term career with our firm.
Are you an exceptionally organized, proactive professional who enjoys helping a busy executive stay organized while delivering outstanding client service?
If so, we'd love to meet you.
We are a well-established CPA and advisory firm headquartered in New Jersey, USA, with multiple divisions serving businesses throughout the United States. We are seeking a long-term Executive Assistant / Operations Coordinator who wants to become an integral part of our growing team—not just another virtual assistant.
This is an exciting opportunity to work directly with our CEO and become a trusted member of our organization. We are looking for someone who takes ownership of their work, communicates professionally, follows through without being reminded, and genuinely enjoys helping people.
Schedule
Training
Approximately 20-25 hours per week during the first 1-2 weeks.
Regular Schedule
Monday-Friday
10:00 AM-6:00 PM Eastern Time (USA)
One-hour unpaid lunch
Approximately 35 hours per week
Tax Season Schedule (approximately February 15-April 15)
Monday-Friday
10:00 AM-6:30 PM Eastern Time (USA)
30-minute unpaid lunch
Approximately 40 hours per week
You must be available during these hours.
What You'll Be Doing
No Two Days Are The Same. Responsibilities Include
Managing the CEO's calendar using Calendly.
Scheduling, confirming, and rescheduling appointments.
Extensive professional email correspondence with clients and prospective clients.
Speaking with clients over the telephone in a friendly, confident, and professional manner.
Assisting with incoming calls when our primary receptionist is unavailable.
CRM management and data entry (GoHighLevel preferred; HubSpot experience is a plus).
Managing pipelines, tasks, reminders, and follow-up activities.
Preparing engagement letters for new clients.
Assisting with onboarding new clients.
Following up with clients regarding missing information, declined credit card or ACH payments, engagement documents, and other outstanding items.
Uploading documents to client portals.
Saving and organizing documents on our secure server.
Assisting during tax season by organizing and uploading tax returns to our client portal and internal file management system.
Creating spreadsheets, reports, SOPs (Standard Operating Procedures), and tracking systems.
Helping monitor bookkeeping and accounting workflow to ensure projects remain on schedule.
Coordinating with internal tea ---------- mbers to help keep projects moving forward.
Providing executive support on a wide variety of administrative and special projects.
Performing additional ad hoc duties as needed.
Some days are very busy, while others are slower. During slower periods, we expect you to look for ways to improve systems, organize projects, and stay productive.
Required Qualifications
Outstanding written and spoken English.
Excellent grammar and professional business writing.
Friendly, polished telephone communication skills.
Strong customer service mindset.
Exceptional organizational skills.
Excellent attention to detail.
Strong follow-up skills.
Highly proactive and dependable.
Ability to prioritize multiple tasks.
Comfortable learning new software quickly.
Strong computer and technology skills.
Ability to work independently while remaining a collaborative tea ---------- mber.
Comfortable using modern AI productivity tools to improve efficiency and produce high-quality work.
Preferred Software Experience
Experience with some or all of the following is preferred:
Calendly
GoHighLevel
HubSpot
Microsoft Outlook
Microsoft Word
Microsoft Excel
Adobe Acrobat Professional
Microsoft Teams
TaxDome (preferred But Not Required)
We will train you on our proprietary File Manager and Financial Cents systems.
Our Ideal Candidate
You are someone who naturally takes ownership.
When you are assigned a task, you own it until it is completed. You maintain organized task lists, proactively follow up with clients and tea ---------- mbers, provide regular updates, and ensure nothing falls through the cracks. You don't wait to be reminded.
You enjoy creating systems, improving processes, and making busy people more efficient.
Equipment Requirements
You Must Have
A reliable computer capable of running multiple applications simultaneously.
Two monitors (required).
High-speed internet.
A reliable backup internet connection (such as a mobile hotspot).
A quality webcam.
A professional noise-canceling headset.
A quiet, dedicated workspace.
Because you will regularly communicate with clients, your workspace must be professional. Loud background noise such as children, televisions, barking dogs, roosters, construction noise, or frequent interruptions is not acceptable during working hours.
You will be expected to remain available on Microsoft Teams throughout your scheduled workday so we can communicate and collaborate as needed.
This Position Is NOT a Good Fit If...
You are actively working another job during the hours you are committed to our company.
You frequently disappear or become unavailable during working hours.
You require constant reminders to complete assigned tasks.
You struggle with organization or follow-through.
You are uncomfortable learning new software.
You do not enjoy speaking with clients.
You are looking for a short-term position.
What We Offer
Long-term career opportunity.
Competitive Hourly Compensation Based On Experience.
Paid training.
Performance reviews.
Opportunities for increased responsibility and career growth.
A respectful, supportive, and professional work environment.
How to Apply
To demonstrate your attention to detail, begin your application with the words:
"I thrive on follow-through."
If selected for an interview, you will be asked to submit a short 3-5 minute video answering the following questions:
Why do you believe you are the ideal candidate for this position?
Which of the software applications listed above have you used professionally, and what was your level of experience with each?
On a scale of 1-10, how would you rate your computer skills and your ability to learn new software quickly? Please explain.
What is your current internet speed? Please include a screenshot, and tell us whether you have a backup internet connection (such as a mobile hotspot).
When are you available to start?
How many years of Executive Assistant experience and Administrative Assistant experience do you have?
Have you worked for U.S.-based companies? If so, please describe those positions, how long you worked there, and your primary responsibilities.
We look forward to meeting someone who is organized, dependable, proactive, and excited to build a long-term career with our firm.