Executive Assistant ( US Remote)
Overview
We are a fast-growing professional services firm supporting high-net-worth clients and business owners. We are looking for a highly organized and detail-oriented Executive / Administrative Assistant to support leadership and improve overall workflow efficiency.
This is not a typical EA role — you will be deeply involved in client coordination, document management, and internal processes. This position plays a key role in ensuring smooth operations and timely client communication.
Key Responsibilities
Email & Communication Management
- Monitor and manage executive and team inboxes daily
- Draft clear, professional client responses (subject to leadership review when needed)
- Route emails to the appropriate team members
- Ensure timely responses to all client communications
- Follow up on pending requests and outstanding items
Client Coordination & Workflow Support
- Track client deliverables, deadlines, and open items
- Follow up with clients to collect missing information
- Maintain accurate records of client communications and status updates
- Assist with onboarding new clients and document collection
Administrative & Operational Support
- Manage calendars, scheduling, and meeting coordination
- Organize documents using cloud-based tools (e.g., Dropbox)
- Prepare documents for client signature and track completion
- Maintain internal trackers and workflow systems
Billing & Support Tasks (Light)
- Assist with invoicing and tracking receivables
- Follow up on unpaid invoices
- Provide general administrative support as needed
Executive Support
- Reduce administrative workload for leadership
- Anticipate needs and proactively solve problems
- Help maintain a high level of organization across the team
Qualifications
- 5+ years of experience in an Executive Assistant, Administrative, or Operations role
- Excellent written and verbal English communication skills
- Strong organizational and follow-through skills
- High attention to detail
- Comfortable using email, spreadsheets, and cloud-based tools
Preferred (but not required):
- Experience in a CPA firm, tax practice, or professional services environment
- Familiarity with document-heavy, deadline-driven workflows
- Experience handling client coordination and high-volume tasks
What We're Looking For
- Proactive and accountable
- Strong sense of urgency
- High attention to detail
- Able to handle pressure and tight deadlines
- Strong judgment in client communication
Work Schedule
- Full-time (40 hours per week)
- Must overlap with U.S. Eastern Time business hours
- Extended hours required during peak seasons
Why Join Us?
This is a critical role that directly impacts client experience and internal efficiency. You'll work closely with leadership and play a key role in building organized, scalable processes.
Job Type: Full-time
Application Question(s):
- How many years of experience do you have as an Executive or Administrative Assistant?
*
Have you handled client communication (emails, follow-ups, coordination)?
- Do you have any experience with invoicing or tracking payments? Please share
*
Are you available to work full-time with overlap in US Eastern Time Zone hours?
- What is your expected monthly salary (USD)?
- What is your level of proficiency in English?
- A2 – Basic
- B1 – Intermediate
- B2 – Upper Intermediate
- C1 – Advanced (professional working proficiency)
- C2 – Fluent / Near Native
Work Location: Remote
