Executive Assistant, U.S. Accounting Firm

About the Role

VirtueStaff is hiring a remote Executive Assistant to support a U.S.-based accounting firm. In this role, you will act as a primary point of contact for firm leadership, streamlining daily operations and administrative workflows. This position is essential to maintaining firm efficiency, enabling leadership to dedicate their focus to high-level advisory and accounting services. You will function as part of a remote team, coordinating communication across staff, clients, and third-party advisors within a digital-first environment.

Requirements

• Candidates must have prior experience working in an accounting firm, CPA practice, or tax advisory business.
• Proficiency in accounting practice management software such as TaxDome, Canopy, or Karbon is essential.
• Applicants are expected to possess strong organizational skills with the ability to manage multiple concurrent client deadlines while maintaining high attention to detail.
• Experience tracking tax, bookkeeping, and payroll deliverables during busy tax seasons is a key requirement.
• Candidates must demonstrate professional communication capabilities in English, both in written and verbal formats, and be comfortable with video conferencing.
• A commitment to strict data privacy and the secure handling of sensitive financial information is mandatory, as is a dedicated, distraction-free home office setup with reliable high-speed internet access.

Responsibilities

• The Executive Assistant will be responsible for managing the firm owner's calendar, including scheduling appointments and tracking critical tax season deadlines.
• You will monitor incoming email communications, prioritize urgent matters, and draft routine correspondence.
• Core duties include scheduling client consultations, tax review sessions, and handling onboarding and offboarding workflows.
• You will also collect and organize financial documentation, proactively following up with clients for signatures or missing items.
• Additionally, you will maintain digital records within cloud platforms, prepare engagement letters and administrative reports, and assist with billing workflows, including invoicing and accounts receivable tracking.
• You will coordinate communication between leadership, staff, and external financial advisors while assisting in the documentation and updating of standard operating procedures.

Benefits & Perks

• The position offers a work-from-home arrangement and the opportunity for a performance bonus.