Executive Assistant

Job Title:

Executive Assistant / Operations Associate

Location:

Remote (Central/Latin America)

Salary Range:

$2,000-2,500/month DOE

Working Hours:

Central Time Zone

About the Company:

We are a growing CPA firm in Texas managing over 3,000 clients annually across various segments (individuals, SMBs, and other business types). We pride ourselves on delivering quality audit and tax services while building a collaborative, supportive team culture.

About the Role:

We are seeking a proactive, tech-savvy Executive Assistant/Operations Associate to support our professional services firm. You will wear multiple hats, managing client communications, billing operations, project management, and process improvement initiatives. This role requires someone who can think critically, identify inefficiencies, and implement solutions that benefit the entire team.

Key Responsibilities:

• Manage multiple email inboxes and consolidate client communications
• Organize and manage client folders and information in the practice management platform
• Support billing and invoicing processes, including client collections and follow-ups
• Set up new clients in systems and manage project workflows
• Handle calendar management and administrative coordination
• Conduct research and compile client contact information
• Identify process inefficiencies and recommend technology-driven solutions
• Assist with payroll and administrative tasks as needed
• Manage legacy client databases and organize information
• Support portal setup and client document uploads

Required Qualifications:

• 3-5+ years of experience in an EA or operations role
• Excellent written English communication skills (primary mode of client interaction)
• Proficiency with practice management platforms and standard office tools
• Strong organizational and project management abilities
• Ability to manage high-volume, client-heavy requests
• Experience with invoicing/billing systems (Office Tools or similar)
• Fluent in English

Preferred Qualifications:

• Prior experience in a professional services firm (accounting, law, consulting, etc.)
• Experience with practice management platforms
• Tech-savvy mindset with interest in automation and process improvement
• Familiarity with CPA firm operations

Key Competencies:

• Critical thinking and problem-solving
• Proactive approach to identifying and implementing process improvements
• Team player mentality with collaborative spirit
• Teachable and eager to learn
• Initiative and ownership of projects
• Strong attention to detail
• Capacity to manage multiple priorities simultaneously
• Professional written communication