Executive Assistant for Accounting Firm

We need a sharp, detail-oriented Administrative / Executive Assistant to provide direct support to the firm owner and keep our day-to-day operations on track. You'll take direction throughout the day and act on the owner's behalf, so we're looking for someone who is highly responsive, organized, and able to take a short instruction and run with it. You'll also coordinate closely with our accounting consultants to keep work moving and nothing slipping through the cracks. This is an ongoing role for someone who wants to settle in and grow with a close-knit team. What You'll Do Practice management (Canopy): create one-off and recurring tasks, assign work and update statuses, complete tasks as they're finished, work through the daily overdue and email queues, and flag anything that looks off, like duplicated tasks or access issues. Client communication: draft client emails for the owner's review, keep follow-ups ready in Drafts, work the inbox daily, and call, text, and email clients to gather information, confirm details, and follow up, then relay their responses back to the owner. Scheduling and meetings: gather availability from clients and team members, place meetings on the calendar, send calendar invites and Google Meet links with the correct attendees, and confirm, reschedule, or cancel as plans change. Document prep and e-signature: prepare and update letters and forms for review, send documents out for signature through SignNow and Canopy, and track them through to completion. File management: upload and organize client documents and files so everything is easy to find. Software and account admin: manage subscriptions and access, confirm license counts, handle account sign-ups and verification codes, and coordinate IT and support tickets. Billing and time tracking: keep project time logs current and support invoicing, including QuickBooks Online invoices and late fees. What We're Looking For Strong organization and follow-through. You can juggle clients and moving parts at once and close the loop without being reminded. Clear, warm, professional communication by email, phone, and text. Comfort living in cloud tools all day, with solid Microsoft Office Suite and Canva skills. Experience with Canopy, QuickBooks Online, or similar practice-management and accounting tools is a big plus. Discretion and good judgment with sensitive client and financial information, plus the confidence to act on the owner's behalf and the sense to check in when something is unclear. Quick, dependable responsiveness, especially during the busy tax season. Initiative to learn new platforms fast, spot problems early, and take ownership of getting things done. Tools We Use Canopy, QuickBooks Online, SignNow, Google Workspace (Gmail, Calendar, Meet, Chat, Drive), 1Password, ADP, and Drake tax software. You don't need to know every one of these, but you should be comfortable picking up new platforms quickly. Details Remote Daily overlap with U.S. business hours (Central Time) is required, since you'll be supporting the owner in real time throughout the day. A reliable computer and stable internet connection are a must. To Apply Record a quick loom video and tell us briefly why you'd be a great fit and share any experience you have supporting a tax, accounting, bookkeeping, or professional services firm. To show you actually read this posting, please start your application with the word "Unity." We read every application and will reach out to schedule a quick call to get to know you.