What are the responsibilities and job description for the Tax Operations & Office Assistant position at Taxonomic?
Tax Operations & Office Assistant (Boutique CPA Firm | Growth-Focused | Leadership)
Location: San Diego, CA (On-site)
Job Type: Full-Time
Employer: Taxonomic
Are you the type of person who thrives on bringing order to complexity, keeping teams organized, and creating exceptional client experiences?
We are Taxonomic, a San-Diego-based boutique CPA firm focused on high-quality client relationships, thoughtful tax strategy, and sustainable growth. We service businesses, business owners, real estate investors, and high-net-worth individuals with complex tax needs. We are focused on providing high-quality tax strategy and planning services with technical accuracy, responsiveness, and thoughtful client service.
What We Are Looking For
We’re looking for an Operations & Office Assistant who is proactive, highly organized, and enjoys managing processes to ensure our firm runs smoothly.
You thrive in a fast-paced environment, communicate confidently with clients and team members, and take pride in creating structure, solving problems, and improving processes.
You are someone who sees what needs to be done and takes initiative without waiting to be asked.
What This Role Looks Like
This is not a traditional administrative position. You will have real responsibility, direct client interaction, and play a critical role in day-to-day firm operations.
- Confidently direct client interactions, communications, scheduling, and office inquiries to ensure a seamless client experience.
- Manage day-to-day office operations and administrative functions.
- Serve as a primary point of contact for client communications, scheduling, and office inquiries.
- Coordinate calendars, meetings, deadlines, and workflow tracking.
- Oversee client onboarding and help ensure a seamless client experience.
- Maintain and improve office systems, procedures, and workflows.
- Support firm leadership with operational projects and strategic initiatives.
- Coordinate vendor relationships, office resources, and technology needs.
- Assist with recruiting, onboarding, and employee administrative processes as the firm grows.
Who You Are
We are intentionally selective here. This role is for someone who is proactive, resourceful, and takes ownership.
- 3 years of office management, operations, administrative leadership, or professional services experience.
- Highly organized with exceptional attention to detail.
- Excellent communication and interpersonal skills.
- Strong problem-solving abilities and sound judgment.
- Comfortable managing multiple priorities and deadlines.
- Technology-savvy and able to learn new systems quickly.
- Leader mindset: you are a self-starter that doesn’t wait to be told what to do.
- Professional, positive, and client-service oriented.
- Experience in a CPA firm, accounting firm, law firm, financial services firm, or other professional services environment is a plus.
What Makes This Different
We know compensation matters, and while we offer a competitive salary, we also prioritize something many firms don't: sustainability and work-life balance.
- Reasonable busy season expectations: we actively avoid burnout with a 40 hour/week cap between January and May.
- Direct access to firm leadership and decision-making.
- Opportunity to improve processes and make a visible impact on the firm's success.
- Supportive, low-drama culture focused on accountability, teamwork, and great client service.
- Opportunity to grow into a larger operational leadership role as the firm expands.
- Opportunity to grow into a hybrid/remote role.
Compensation
- Salary: Competitive and based on experience.
- Performance-based bonuses tied to firm and individual success.
Why Join Us
If you're looking for a role where your contributions truly matter and your ideas can directly influence how a business operates, this is the opportunity for you.
We're building something intentional: a firm where talented professionals can do meaningful work, help clients succeed, and enjoy a healthy balance between their careers and personal lives.
How to Apply
Submit your resume, a brief summary of your relevant experience, and a brief note answering this question: “In a busy professional services firm, there will be times when multiple team members need assistance, a client needs an urgent response, and an unexpected issue arises at the same time (such as a technology problem, scheduling conflict, or missing information). How would you approach the situation and determine what to do first?”