Executive Assistant

Overview

We are actively searching for a meticulous and organized Executive Assistant to support our accounting and tax team. This remote role requires managing client documents, facilitating communications, data entry, and ensuring efficient workflow management. The position is targeted primarily toward candidates based in South Africa, LATAM, or the Philippines and operates from 9 AM to 5 PM EST, Monday through Friday.

Primary Duties

• Organize, print, and securely store tax financials and client documents using Canopy.
• Retrieve and categorize client files from emails and portals, adhering to team guidelines for file naming and storage within Google Drive and Canopy.
• Input financial data into applications such as QuickBooks and spreadsheets, while generating tax reports from Drake software.
• Engage with clients by following up on missing information, preparing engagement letters and invoices, and assisting with banking detail verification for refunds and payments.
• Manage recurring invoicing processes and respond promptly to basic client queries, escalating complex matters as needed.
• Support tax compliance activities, including preparing and sending 1099 forms, managing EFTPS payments and business tax filings, and maintaining licensing and compliance documentation.
• Coordinate workflow by updating Canopy with client and prospective client information, assigning tasks, arranging internal meetings, and tracking task completion to meet deadlines.
• Perform administrative functions such as scheduling reminders for meetings and document signing, managing subscriptions and software access, handling client inquiries, arranging bookings, conducting research for ongoing projects, and assisting with social media strategy execution and content posting on Instagram, TikTok, and LinkedIn using tools like Canva.

Qualifications and Skills

• Exceptional attention to detail with the ability to manage multiple documents and deadlines.
• Strong organizational aptitude with proficiency in digital filing systems.
• Technical proficiency in Google Drive, QuickBooks, Canopy, and other accounting or tax platforms.
• Clear and professional communication skills, both written and verbal.
• A proactive approach to identifying and resolving administrative problems.
• Experience in accounting, finance, or the tax industry is advantageous but not mandatory.

Additional Information

• This is a full-time remote contract role classified as an Independent Contractor.
• Salary ranges between $1,000 and $2,500 USD per month, with final compensation determined by candidate skills, experience, and interview performance.
• Working hours are scheduled for 9 AM to 5 PM EST, Monday through Friday.
• Applicants from South Africa, Latin America, and the Philippines are especially encouraged to apply.
• Collaborate within a supportive team environment, gaining valuable exposure to financial and tax operations with opportunities for professional growth.