Executive Assistant

Project Type: Ongoing engagement, with strong potential to grow into full-time as the firm scales Hours: 20 hours/week to start, regular weekday business hours (no evenings/weekends), daily check-in with the founder required Location: MUST BE BASED IN THE UNITED STATES About Us Finatore is an accounting firm focused on accelerating business value for our clients. We approach business and finances differently — using them as a foundational component of value creation, not the end deliverable. We are a niche accounting and advisory practice that provides strategic advice and exit-readiness to our clients. We help clients assess where they are now, and work towards the bigger vision they have by helping them address both the business opportunities as well as the money and mental mess that interferes with their desired outcomes. That means everyone connected to both their business and to our firm grows and benefits by being part of it. We aim to give work both a money purpose and a growth purpose. We're building Finatore the same way we help our clients build their businesses: intentionally, with the whole person in mind. About You You're a finisher by nature. You thrive on taking on roles and responsibilities, not just tasks, and moving work from "assigned" to "done," without needing to be walked through every step. You enjoy being the facilitator of information and work flowing smoothly through a team and the clients it serves. You're a hub, not a bottleneck. You always look for ways to improve how things are done, applying AI, refining processes, and finding and eliminating friction so everyone can speed up. You love being a key team lead in the truest sense: understanding the vision, helping the team reach it, and streamlining how everyone works together. You take ownership with minimal instruction and act as a trusted partner to leadership. You'll tell us how to best work with you, because you know your own strengths and want us to get the most out of the relationship. You speak up, lead, and refocus others who get stuck in the details or spin their wheels vs. complete the tasks. You build trust through consistency and reliability, and you'd rather build a system once than solve the same problem twice. What Makes You a Superstar Here You're a finisher — you see the end result and keep the pressure on until it's actually crossed the finish line, even when others let it slide You're endlessly curious — always asking why do we do it this way and looking for a better one You take ownership with minimal instruction and act as a trusted gatekeeper for leadership You proactively spot inefficiencies and hunt down ways to fix them You'll tell us how to best work with you, so we both get the most out of the relationship About the Role Finatore is an accounting and advisory practice that delivers quality data, strategic advice, and exit-readiness to our clients. Our accounting team owns the bookkeeping and technical detail. What we need is someone to run the business backend: the communication, follow-up, calendar, business licensing and renewals, filings, registrations, troubleshooting, and administrative infrastructure that keep the firm itself compliant and operating smoothly, so our founder can stay focused on clients instead of admin work. This isn't a "check the box" role. We're looking for someone who takes ownership, digs in to figure things out without needing to be walked through every step. They are a finisher by nature and keep following up until things are actually done — not someone who only completes the tasks that are assigned. What You'll Do Executive & Administrative Support Manage the founder's email inbox, draft responses, and streamline communication Own calendar management, scheduling, and meeting coordination Proactively utilize AI to cut through the noise to what matters. Draft documents, and client-facing materials Conduct research and compile briefs/reports as needed Provide general admin support to protect the founder's focus and time Client & Team Coordination Facilitate client onboarding — make sure all required information is collected and available to the team Manage the ongoing flow of communication between clients and team members Follow up relentlessly so deadlines are met and engagements keep moving — you don't let things sit Coordinate with clients to collect reports or data that haven't come in on time Business Backend & Compliance Handle EIN applications, business license renewals, registrations, and other filings required to keep the firm compliant across the states/jurisdictions we operate in Track renewal deadlines proactively (licenses, registrations, insurance, subscriptions) so nothing lapses Manage vendor accounts, software subscriptions, and administrative logins Research requirements when something new comes up (a new license, a new state, a new filing) and figure out the process independently Handle invoicing, billing, and light sales support Maintain and update the CRM Systems & Process Improvement Build and refine workflows, processes, and SOPs as we scale Spot operational inefficiencies and proactively bring (and build) solutions Continuously improve how files, templates, and client processes work Requirements Proven experience as a Virtual Assistant or Executive Assistant, ideally supporting an executive or a professional services practice Demonstrated ability to research and resolve unfamiliar administrative/regulatory tasks independently (e.g., "figure out what's needed to register in a new state" without being handed a step-by-step) Exceptional organization, follow-through, and written communication Comfortable acting as a gatekeeper and managing competing priorities with discretion Available during regular weekday business hours and for a daily check-in with the founder Proficiency with: Google Workspace (Gmail, Docs, Sheets, Drive) Microsoft Office 365 (Word, Excel, PowerPoint) Calendly, Zoom, Loom CRM tools; comfort learning new ones Automation/efficiency tools (Zapier, Notion, or similar) — or eagerness to learn them Does this role sound like you? Answer the following 3 questions in a quick 5 minute or less video format and tell us why you are the one we are looking for: Step 1: Does this sound like you? Tell us why. What resonated with you? We’d love to hear some stories about how your drive for clarity shows up in your life. Step 2: Would you like to work for a company like us? Tell us why. What experience or dreams do you have that makes you feel like you would be a good fit? We don’t want to read your resume, we want to get to know you! Tell us the stuff you feel is relevant. Leave out the stuff that isn’t. Step 3: So what do you think? Are you the one we’ve been looking for? Tell us why. We can’t wait to hear from you!