Executive Assistant + Operations Manager (CPA / Professional Services)

I run a virtual, cloud-based CPA firm serving healthcare practices, and I'm building the operational backbone that lets me focus on advisory work instead of admin. I need a sharp, discreet operator who owns the back office so nothing slips through the cracks. This is not a "do a few tasks when I send them" role. I'm looking for someone who builds systems, anticipates what's coming, and runs the day-to-day so I can stay in my zone of genius with clients and grow the firm. About the firm: We're a modern, fully virtual accounting and tax practice specializing in healthcare-sector clients (dental, chiropractic, functional medicine, medical, and medispa). The work is high-trust and high-touch — client financial data is the most sensitive material we handle, and protecting it is non-negotiable. What success looks like in 90 days: My calendar runs itself, client onboarding is a repeatable system instead of a scramble, my CRM is clean and current, my inbox is triaged and largely handled, and our social presence is posting consistently without me touching it. I should be able to hand you a process once and trust it's owned. What you'll own: Administrative operations across the firm — keeping the back office organized and running Client onboarding — building and managing a smooth, repeatable intake process Calendar management — owning my schedule, scheduling, and protecting my focus time CRM management — keeping records, pipelines, and follow-ups accurate and current Inbox management — triaging email, drafting and sending responses in my voice, escalating what needs me Client digital data — organizing, securing, and maintaining client documents so nothing is lost or forgotten Social media management — scheduling, posting, and maintaining a consistent presence across platforms What I'm looking for (required): Proven experience as an operations manager or executive assistant — ideally in professional services, accounting, or another data-sensitive field Demonstrated discretion handling confidential or financial information; comfortable signing an NDA Hands-on fluency with CRM, scheduling, and email/admin platforms — and the ability to build workflows, not just click buttons A systems-builder mindset: you create process and catch the gaps before they become problems Strong written communication and the judgment to know what to handle vs. what to escalate Preferred (nice to have): Experience supporting a CPA, accounting, or tax practice Familiarity with social media scheduling tools and basic content posting Experience in healthcare-adjacent client environments Comfort with automation tools and a willingness to make things more efficient over time using technology How to apply: Answer the screening questions below — they matter more than a generic cover letter. Tell me specifically how you've done this work before. Applications that ignore the questions won't be reviewed.