Client-Facing Executive Assistant

We are looking for an experienced, highly organized Executive Assistant to support business owners with administrative matters related to U.S. tax, IRS correspondence, legal coordination, entity formation, and ongoing business compliance. This is a client-facing role for someone who already has experience working in or alongside a U.S. CPA firm, tax practice, law firm, corporate services firm, or similar professional services environment. You will serve as the coordination point between clients, CPAs, attorneys, bookkeepers, registered agents, and government agencies to make sure documents, filings, deadlines, and follow-ups are completed accurately and on time. This is not a tax advisory or legal advisory role. You must, however, have enough prior experience with U.S. tax and business administration to understand the workflows, recognize when something needs to go to a CPA or attorney, and independently drive the administrative process forward. Individual freelancers only. No agencies. Responsibilities -Coordinate client matters involving U.S. federal and state taxes -Help organize and manage IRS notices, letters, and correspondence -Route tax questions and documents to the appropriate CPA or tax professional -Coordinate responses and documentation requested by CPAs, attorneys, or government agencies -Track tax filing deadlines, extensions, payments, notices, signatures, and outstanding items -Assist with LLC, corporation, and S corporation formation and maintenance -Coordinate EIN documentation and other federal registrations -Coordinate Secretary of State filings, annual reports, and entity renewals -Maintain Articles of Incorporation/Organization, operating agreements, bylaws, resolutions, EIN letters, and other corporate records -Coordinate registered agent matters -Organize and track legal and tax documents requiring client signatures -Follow up with clients, CPAs, attorneys, and other parties until matters are completed -Maintain organized client files and records -Schedule and participate in client calls when needed -Communicate directly with clients by email and phone/video calls -Provide clear status updates and explain next steps to clients -Maintain task lists with clear owners, deadlines, and next actions -Proactively identify missing information or unresolved matters before they become problems Required Experience Applicants must have prior experience with U.S. tax, IRS, accounting, or business entity administration. We are specifically looking for experience with several of the following: -U.S. federal and state tax administration -IRS notices and correspondence -Working with U.S. CPAs and tax accountants -Business tax filings and deadlines -LLCs, S corporations, and corporations -EIN documentation -Entity formation -Secretary of State filings -Annual reports and corporate compliance -Registered agents -Corporate records and governance documents -Working with attorneys on business matters -Small business compliance -Client document collection and follow-up Client Communication Is a Major Part of This Role This is not a back office only position. You must be comfortable: -Communicating directly with business-owner clients -Writing clear, professional emails -Joining and leading client calls when appropriate -Following up with clients for missing information -Communicating with CPAs, attorneys, and other professional advisors -Explaining administrative next steps in a simple and organized way -Following up repeatedly and professionally when something is outstanding -Strong written and spoken English is required. What We Are Looking For We want someone who is independent, proactive, and extremely organized. You should: -Meet deadlines consistently -Take ownership of assigned matters from start to finish -Work independently without needing constant direction -Proactively follow up rather than waiting to be reminded -Have excellent attention to detail -Be comfortable managing multiple clients and open matters simultaneously -Keep accurate notes and documentation -Know when to ask questions or escalate something to a CPA or attorney -Identify missing information and next steps on your own -Be persistent about getting outstanding items completed -Communicate clearly when something is delayed or blocked -Be dependable and responsive Compensation Monthly retainer: $1,000/month We are looking for the type of person who sees an open item and thinks, “What needs to happen next to get this completed?” If that sounds like you, we’d love to talk!