Executive Assistant

Sterling Search Partners is helping a Birmingham CPA firm with its search for an Executive Assistant. The Executive Assistant will provide high-level administrative and operational support to a CPA Firm Partner. This role requires exceptional organization, professionalism, confidentiality, and the ability to manage competing priorities in a fast-paced public accounting environment. The Executive Assistant acts as a trusted gatekeeper and ensures the Partner’s time, schedule, and priorities are strategically managed.

Key Responsibilities

Administrative & Executive Support

• Manage the Partner’s calendar, appointments, and internal/external meetings.
• Prioritize and coordinate daily workflow, ensuring the Partner is prepared for each meeting.
• Handle confidential information with discretion.
• Draft, edit, and format correspondence, presentations, engagement letters, proposals, and client deliverables.
• Organize, prepare, and maintain digital and hard-copy files.

Client & Engagement Support

• Serve as a primary point of contact for clients regarding scheduling, documentation needs, and routine inquiries.
• Assist in preparing client materials for audits, tax engagements, and advisory projects.
• Track engagement deadlines and coordinate with internal teams to ensure timely completion.
• Maintain client onboarding documentation and engagement records.
• Help manage client billing, including invoice creation, time entry assistance, and follow-ups on outstanding payments.

Workflow, Project & Firm Operations

• Coordinate with staff accountants, managers, and other partners to manage workflow during tax season and busy cycles.
• Support the Partner in managing staff assignments, task delegation, and project timelines.
• Prepare weekly status reports, task summaries, and key priority updates.
• Assist with internal firm initiatives, trainings, and partner-level meetings.

Communication & Relationship Management

• Serve as a professional liaison between the Partner and clients, team members, vendors, and other firm leaders.
• Draft client communications, follow-up notes, and summaries as needed.
• Maintain a high level of customer service and responsiveness.

Administrative Accounting Support

• Assist with expense reports, reimbursement submissions, and budgeting tasks.
• Coordinate travel arrangements, itineraries, and logistics.
• Support the preparation of financial reports or dashboards used by the Partner.

Skills & Qualifications

• 3 years of experience supporting executives, preferably in a CPA firm, financial services, or professional services setting.
• Strong knowledge of public accounting operations (tax season schedules, engagement deadlines, client deliverables—preferred).
• Advanced proficiency in Microsoft Office Suite (Outlook, Excel, Word, PowerPoint) and accounting firm software.
• Exceptional organization, attention to detail, and follow-through.
• Excellent written and verbal communication skills.
• Ability to manage multiple deadlines in a high-pressure, fast-paced environment.
• Professional demeanor and commitment to confidentiality.