Executive Assistant - Estate, Trust & Gift Tax Department

Job Description

Are you an organized, proactive individual with a knack for keeping high-level executives on track? Do you excel in fast-paced environments and have the ability to juggle multiple priorities with ease? If so, we want to hear from you.

We are a reputable and growing CPA firm looking for an Executive Assistant to support our Estate, Trust & Gift Tax Department. This dynamic role offers an opportunity to play a key part in the smooth functioning of the department by providing hands-on administrative support. The ideal candidate will be confident, highly organized, and capable of anticipating the needs of the department partner to ensure they stay focused, productive, and ahead of deadlines.

Job Summary:

As an Executive Assistant, you will manage the daily administrative functions within the Estate, Trust, and Gift Tax Department. You will handle everything from document management and client communications to scheduling and billing, ensuring the partner and the team can focus on high-level responsibilities. This position requires someone who thrives in a fast-paced, detail-oriented environment and is eager to contribute to the department's success.

Key Responsibilities:

Client Management: Assist the team in contacting clients, providing professional and friendly support via email, phone, and in person. Maintain and update client contact information across multiple software platforms.

Document Management: Scan, sort, organize, and upload client documents to the client portal. Ensure documents are categorized by year and client, and flag duplicates or errors such as incorrect tax years.

Scheduling & Calendar Management: Coordinate appointments, meetings, and events, ensuring that the team's schedule remains efficient and organized.

Due Date Tracking: Monitor key deadlines, track the progress of tax returns, and follow up with clients to obtain necessary e-file authorizations.

Correspondence & Communication: Draft and proofread client communications, including letters, emails, and reports. Handle sensitive client information with the utmost professionalism.

Billing & Invoicing: Compile and generate client invoices, as well as prepare various written communications such as fee increase letters and termination letters.

General Administrative Support: Assist with filing, data entry, and other administrative duties as needed to ensure the department's efficiency.

Tax Software and Tools: Utilize tax software (CCH Axcess, XCM, Client Collaboration) to input, track, and manage client data.

Qualifications:

Education: Associate's degree or equivalent professional experience.

Experience: At least 4 years of administrative experience, preferably in an accounting, law firm, or financial services setting. Experience in estate, trust, or gift tax is a plus but not required.

Skills:

Strong organizational and time-management skills with the ability to multitask effectively.

Proficiency in Microsoft Office Suite (Excel, Word, Outlook).

Experience with tax software is a plus.

High attention to detail and ability to work under tight deadlines.

Strong communication skills, both written and verbal.

Ability to maintain confidentiality and handle sensitive client information with discretion.

Personal Attributes:

Confident, proactive, and self-motivated, with the ability to take initiative.

Able to work independently and as part of a team.

Adaptable to changing priorities and able to manage up with ease.

Strong interpersonal skills, with the ability to foster positive relationships with both internal and external clients.

Why Join Us?

Work with a respected firm with a strong client base and a focus on estate, trust, and gift tax services.

Be an integral part of a high-functioning team, where your contributions are valued and impactful.

Competitive compensation and benefits package, including health insurance, retirement plans, and paid time off.

Collaborative and supportive work environment that values work-life balance and flexibility when possible.

Full-time