Charcounting
Position Overview We are seeking a highly organized, proactive, and detail-oriented Executive Assistant to provide direct support to firm leadership at a growing tax and accounting firm. This is an internal role that sits at the center of the firm's daily operations — coordinating schedules, managing communications, supporting client workflows, and ensuring leadership can focus on high-value advisory and growth activities. The ideal candidate is a self-starter who anticipates needs before they arise, communicates clearly and professionally, and thrives in a fast-paced, deadline-driven environment. A background or genuine interest in tax and accounting operations is a strong plus. This is a fully remote position requiring excellent written and verbal communication in English, strong technical proficiency, and a high level of discretion when handling sensitive client and financial information. Key Responsibilities 1\. Executive \& Calendar Support Manage and maintain the firm principal's calendar, including scheduling client meetings, internal team calls, and external appointments Coordinate across time zones with clients, team members, and third-party vendors Prepare agendas, briefing materials, and follow-up notes for all key meetings Handle scheduling conflicts proactively and ensure leadership is always prepared and on time Book travel, accommodations, and logistics as needed 2\. Communications Management Monitor, triage, and respond to emails on behalf of firm leadership with professionalism and urgency Draft client-facing correspondence, follow-up emails, proposals, and internal memos Serve as the first point of contact for inbound inquiries — routing to the appropriate team member or responding directly Maintain a professional, brand-consistent tone across all written communications Follow up with clients and team members on outstanding items and pending deliverables 3\. Client \& Engagement Coordination Assist with onboarding new clients — collecting documents, sending engagement letters, and setting up client files Track client deliverable deadlines and flag upcoming due dates to leadership and the accounting team Coordinate document collection from clients for tax preparation, bookkeeping, and advisory engagements Maintain and update the firm's CRM with accurate client records, notes, and engagement status Support preparation of client-facing reports, presentations, and meeting materials 4\. Operations \& Administrative Support Manage firm-wide administrative tasks including document organization, file naming, and cloud storage management Support the preparation, formatting, and distribution of internal reports, engagement letters, and proposals Coordinate onboarding logistics for new hires — including equipment, systems access, and orientation scheduling Assist with vendor management, software subscriptions, and operational logistics Help implement and maintain internal standard operating procedures (SOPs) 5\. Project \& Task Management Track open action items and projects across leadership and key team members Use project management tools (e.g., Asana, ClickUp, Monday.com, Notion) to maintain task visibility and accountability Proactively follow up on pending items to ensure nothing falls through the cracks Support special projects, firm initiatives, and strategic priorities as directed by leadership Assist with research, data compilation, and preparation of materials for business development activities Qualifications Required 3\+ years of experience as an Executive Assistant, Administrative Assistant, or Operations Coordinator Exceptional written and verbal communication skills in English Strong proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and/or Google Workspace Experience managing calendars and email inboxes for senior-level professionals High level of discretion and confidentiality when handling sensitive information Strong organizational skills and the ability to manage multiple priorities simultaneously Ability to work independently in a fully remote environment with minimal supervision Reliable internet connection and a professional remote work setup Preferred Experience supporting leadership at a professional services, accounting, legal, or financial services firm Familiarity with accounting or tax workflows (e.g., understanding of tax season timelines, client document collection) Experience with CRM platforms (e.g., HubSpot, Salesforce, or similar) Experience with project management tools (e.g., Asana, ClickUp, Notion, Monday.com) Familiarity with cloud-based document management (e.g., Google Drive, SharePoint, Dropbox) Exposure to AI productivity tools (e.g., ChatGPT, Claude, Notion AI) for drafting, research, and task automation Key Competencies Proactive \& anticipatory — you solve problems before they become fires Highly organized — you maintain order across multiple workstreams without dropping the ball Excellent communicator — your written communication is polished, clear, and professional Discreet \& trustworthy — you handle sensitive financial and client information with the utmost care Adaptable — you shift priorities quickly and stay calm under pressure Tech-savvy — you learn new tools quickly and embrace digital workflows Service-minded — you take genuine pride in making others' work easier What Success Looks Like Leadership's calendar is consistently organized, conflicts are resolved proactively, and no meeting is missed Client communications are timely, professional, and on-brand — clients feel well taken care of Deliverable deadlines are tracked and the team is always aware of what's coming due Administrative and operational tasks are handled seamlessly without requiring leadership's attention The firm runs more efficiently because you've created order, improved systems, and kept everything moving Compensation \& Benefits Competitive salary based on experience Fully remote work environment Flexible PTO Professional development and growth opportunities Performance-based incentives Pay: Php26,362\.00 - Php35,000\.00 per month Education: Bachelor's (Preferred) Experience: Administrative: 3 years (Required) Language: English (Required) Work Location: Remote
Charcounting
