Full-time
Executive Assistant
Posted on 18 September 25 by Virtual Work World
- $8 - $12.50 per Hour
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Job Description
Role: Executive Assistant
Contract: Full-time Remote Contractor (160 hours monthly)
Business: Hours Monday through Friday, 9 AM - 5 PM MST
Rate: $8 - $12.50 USD hourly / $1,280 - $2,000 USD monthly (Salary is negotiable depending on experience and location)
Availability to Start: Immediately
Company Profile
This established US-based Tax and Consulting Firm specializes in providing personalized financial solutions for individuals and businesses. With more than three decades of experience, the firm offers services in tax planning, compliance, accounting, and bookkeeping, as well as strategic guidance for business expansion, transitions, and life events. Their approach combines technical expertise with a client-focused mindset, ensuring accurate financial management and forward-looking strategies. By tailoring solutions to each client's unique needs, the firm helps create stability, improve decision-making, and support long-term growth.
What You'll Do
As the Executive Assistant, you will serve as a key partner to the firm, ensuring smooth day-to-day operations and effective communication across the team and with clients. This role blends high-level executive support with operational management, requiring strong organizational skills, attention to detail, and clear, proactive communication. Responsibilities include, but are not limited to:
What You Should Have
Must-haves:
Contract: Full-time Remote Contractor (160 hours monthly)
Business: Hours Monday through Friday, 9 AM - 5 PM MST
Rate: $8 - $12.50 USD hourly / $1,280 - $2,000 USD monthly (Salary is negotiable depending on experience and location)
Availability to Start: Immediately
Company Profile
This established US-based Tax and Consulting Firm specializes in providing personalized financial solutions for individuals and businesses. With more than three decades of experience, the firm offers services in tax planning, compliance, accounting, and bookkeeping, as well as strategic guidance for business expansion, transitions, and life events. Their approach combines technical expertise with a client-focused mindset, ensuring accurate financial management and forward-looking strategies. By tailoring solutions to each client's unique needs, the firm helps create stability, improve decision-making, and support long-term growth.
What You'll Do
As the Executive Assistant, you will serve as a key partner to the firm, ensuring smooth day-to-day operations and effective communication across the team and with clients. This role blends high-level executive support with operational management, requiring strong organizational skills, attention to detail, and clear, proactive communication. Responsibilities include, but are not limited to:
- Email & Communication Management:
- Monitor and manage the CEO's inbox during core business hours.
- Draft and respond to emails, and return or redirect phone calls as needed.
- Prepare client-facing communications, including newsletters, announcements, and updates.
- Coordinate with referral sources by scheduling meetings and handling follow-up communication.
- Meeting & Document Management:
- Take meeting notes, summarize key points, and file them in client records.
- Track and delegate action items to staff, following up to ensure completion.
- Save and organize client documents in digital files.
- Manage eFile authorizations and track outstanding client documentation.
- Operations & Workflow Support:
- Oversee and maintain the TaxDome platform to support smooth workflows.
- Assist with creating, updating, and improving SOPs.
- Maintain a centralized resource list and track referral sources, including client acquisition by referral type.
- Finance & Scheduling:
- Support billing processes and manage accounts receivable (A/R) collections.
- Schedule appointments, coordinate calendars, and manage executive availability.
- General Tasks / Personal Assistance:
- Provide occasional personal assistance tasks to support the CEO.
What You Should Have
Must-haves:
- Minimum of four years of experience as an Executive Assistant, Operations Assistant, Client Support Associate, or in a similar Administrative role.
- At least one year of experience in a global remote or virtual environment for a company in North America, Europe, Australia, or the UAE.
- Experienced in the B2B industry, with a focus on building client relationships and providing support through documentation, queries, and ad-hoc tasks.
- Skilled in email management tools such as Gmail and Outlook.
- Familiar with workflow, project management, and CRM platforms (TaxDome experience is a plus).
- Strong organizational skills with the ability to manage multiple priorities.
- Comfortable working remotely and collaborating through tools like Slack and Microsoft Teams.
- Technology Specifications:
- Minimum 100 Mbps Internet Speed
- Windows 11 or MacOS 15 Sequoia
- Minimum Intel i5 8th gen with 8GB of RAM or Apple M1 chip with 8GB of RAM
- Webcam and Headset
- Designated Quiet Office Space
- Basic knowledge of accounting and financial operations.
- Experience with billing processes and accounts receivable follow-ups.
- Able to draft and edit newsletters and client communications.
Who You Are
We hope you are someone who:
- Is highly autonomous and proactive, able to take initiative, lead workflows, and confidently guide the Executive when needed.
- Demonstrates strong project management skills, with the ability to plan, track, and coordinate tasks to ensure deadlines and deliverables are met.
- Brings sharp problem-solving and critical-thinking abilities.
- Excels in interpersonal and relationship-building skills.
- Maintains a high level of discretion, professionalism, and trustworthiness.