Virtual Executive Assistant

Job Title: Virtual Executive Assistant

Location: Remote (Philippines, Central America/Latin America)

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 exceptional service while building a collaborative and efficient team culture.

As our firm continues to scale, we are looking for a highly organized and proactive Executive Assistant to support our leadership team and help create operational excellence across the organization.

About the Role

We are seeking an experienced Executive Assistant to provide high-level administrative support to six partners across our accounting firm.

This is a true Executive Assistant role requiring strong organizational skills, excellent communication, attention to detail, and the ability to manage competing priorities across multiple executives. You will serve as a key coordination point for calendars, communications, meetings, and administrative workflows.

The ideal candidate is proactive, resourceful, tech-savvy, and thrives in a fast-paced professional services environment.

Current Technology Stack

Firm-Wide

• Karbon

• AccountGroove

• Microsoft Office

• Google Workspace

• Claude

Key Responsibilities

• Manage calendars for six partners

• Coordinate internal and external meetings

• Schedule client calls and appointments

• Manage inboxes and email communications

• Assist with task management and workflow tracking within Karbon

• Organize and maintain partner schedules and priorities

• Coordinate recurring meetings and firm events

• Prepare meeting agendas and follow-up action items

• Support document preparation and administrative projects

• Assist with travel arrangements when needed

• Monitor deadlines and ensure timely completion of administrative tasks

• Help improve administrative processes and workflows

Required Qualifications

• Minimum 3+ years of Executive Assistant experience

• Experience supporting multiple executives simultaneously

• Excellent written and verbal English communication skills

• Strong calendar and email management experience

• Exceptional organizational and time-management skills

• Ability to prioritize competing requests effectively

• Strong attention to detail

• Proficiency with Microsoft Office and Google Workspace

• Ability to work independently with minimal supervision

Preferred Qualifications

• Experience supporting partners, executives, or leadership teams in a professional services firm

• Experience working in accounting, legal, consulting, or financial services environments

• Familiarity with Karbon or other practice management software

• Experience supporting multiple stakeholders simultaneously

• Experience with AI productivity tools and workflow automation

• Experience working with U.S.-based businesses

Key Competencies

• Professionalism and discretion

• Ownership mentality

• Strong communication skills

• Organization and prioritization

• Proactive problem-solving

• Adaptability and flexibility

• Relationship management

• Technology adoption mindset

Important Note: Success in this role means helping six partners stay organized, responsive, and focused on client work by ensuring calendars, communications, scheduling, and administrative workflows operate seamlessly.

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