What are the responsibilities and job description for the Executive Assistant position at Soulence Tax and Accounting?
Company Overview
Soulence Tax & Wealth Advisors provides customized accounting, tax strategy, bookkeeping, payroll, and wealth planning services to help small businesses and individuals build strong financial foundations and minimize tax liability.
Overview
We are seeking a proactive and organized Executive Assistant to support three key leaders. This role focuses on efficient administrative support, enabling leaders to prioritize client service and strategic work. The position requires strong attention to detail, clear communication skills, and the ability to manage multiple priorities in a professional environment.
Responsibilities
- Proactively manage calendars for three leaders: schedule appointments, coordinate availability, resolve conflicts, prepare necessary details, reminders, and optimize time allocation
- Handle email management: monitor inboxes, prioritize messages, draft responses, and ensure timely follow-up
- Serve as point of contact for client communications: respond professionally, schedule consultations, and maintain clear, accurate correspondence
- Perform detailed data entry for incoming leads, client information, service requests, and related records—ensuring accuracy and timely input into systems
- Manage post-sale processes: track deliverables, coordinate next steps, follow up on client onboarding or ongoing services, and ensure completion through CRM systems
- Coordinate with other team members (accountants, advisors, operations) to facilitate workflows, share updates, and address any issues promptly
- Prepare materials for meetings, client reviews, and internal updates as needed
- Maintain confidentiality and exercise sound judgment with sensitive information
- Take initiative on process improvements and special projects to enhance efficiency and support team goals
- Proof reading appraisals, engagement documents, and client communication
Skills
- Proactive approach with the ability to anticipate needs and act independently
- Solid tech skills: Advanced proficiency in Microsoft Office (Outlook, Excel, DocuSign, Adobe, Word particularly for data handling and scheduling), plus ability to learn CRM, practice management, or tax/wealth software quickly
- Strong soft skills: Professional written and verbal communication, high emotional intelligence, discretion with confidential matters, and composure in a fast-paced setting
- Experience in administrative support, client coordination, data entry, or similar roles (especially supporting multiple leaders) is helpful but not required—we value strong skills and cultural fit
- Bachelor's degree or equivalent experience is preferred, but not essential
- Background in accounting, tax, wealth management, or financial services is a plus, but adaptability and attention to detail are priorities
Pay: $24.00 - $28.00 per hour
Benefits:
- Dental insurance
- Flexible schedule
- Life insurance
- Paid time off
- Retirement plan
- Vision insurance
Work Location: In person
Salary : $24 - $28