{"schemaVersion":"jobsearcher.job.v1","id":"63e7ecb37c5064832b89bfb2","url":"https://jobsearcher.com/jobs/63e7ecb37c5064832b89bfb2","canonicalUrl":"https://jobsearcher.com/jobs/63e7ecb37c5064832b89bfb2","title":"Executive Assistant & Client Operations","description":"Executive Assistant & Client Operations CoordinatorLocation: Philippines-RemoteWork Schedule: Overlap with U.S. Central business hours, core window approximately 8:00 AM–1:00 PM CST (evening/overnight shift in the Philippines)Salary: Market RelatedAbout the CompanyWe are a boutique, U.S.-based (Houston, TX) CPA-led tax advisory firm specializing in proactive tax strategy for business owners, high-income professionals, and real estate investors. Unlike traditional CPAs who only surface at filing time, the firm builds and executes year-round strategy: entity structuring, retirement plan design, cost segregation, and real estate tax planning. The practice is founder-led and growing quickly on the strength of inbound content and referrals, and is now building out its operational backbone to keep pace.About the RoleThis role exists because the founder is the bottleneck. Inbox management, scheduling, CRM upkeep, client follow-up, and reporting are currently eating hours that belong on high-value strategy and client work.This is a core executive assistant role. You will own the founder's inbox and calendar, keep the CRM clean and current, tell the founder each day what needs attention, and take recurring administrative work off his plate entirely. It is a support and organization role rather than a sales role. You will send follow-up communication from established templates, but you are not expected to sell, cold call, or close business.This is a client-facing role handling confidential financial information, so discretion and polished written English are non-negotiable. You will start with hands-on training, then be expected to run these workflows independently.Key ResponsibilitiesInbox & Calendar ManagementOwn and triage the founder's inbox: sort, prioritize, flag what needs attention, and keep it organizedDraft routine replies for review and handle straightforward correspondence independently once trainedManage the calendar and booking links (Calendly), schedule and reschedule meetings, and protect focused work timeCRM Hygiene & Daily PrioritiesKeep the CRM (Pipedrive) clean, current, and fully loggedFile incoming email correspondence against the correct contact and deal records so every conversation is captured in the right placeDeliver a short daily brief: what is urgent, what needs follow-up, what may have been missed, and what is coming upSurface stalled or aging opportunities so nothing goes coldFollow-Up & Client CoordinationSend follow-up communication to leads and clients from established templates and sequencesBook consultations onto the founder's calendarSend and track client portal invites (TaxDome) and monitor for open or stuck itemsChase missing client documents and keep engagements moving cleanly through each stageReporting, Research & DataPull recurring reports from the CRM and other systems, and keep internal trackers currentCollect and organize data the founder needs for decisions and client workComplete ad-hoc research projects as assignedGeneral Administrative SupportOrganize incoming client tax documents and maintain orderly client files and recordsHandle billing and invoicing follow-upCoordinate the newsletter and content publishing scheduleCapture and organize call notes and action itemsCoordinate with third parties and service providers on the founder's behalf as neededInbox managementChasing leads who never book consultations/tax strategy calls or haven't said yes or noMaintaining and updating GHL with the status of each lead (CRM hygiene)Required Qualifications2+ years as an executive assistant, virtual assistant, or administrative coordinator supporting a U.S.-based company or executiveExcellent written and spoken English, polished enough for direct client communicationStrong organizational skills and demonstrated ability to own recurring workflows end to end with minimal oversight once trainedCRM experience (Pipedrive strongly preferred, any CRM acceptable)Comfortable with email management, calendar coordination, and document organizationProven discretion handling confidential and financial informationReliable availability during the U.S. Central morning overlap windowPreferred QualificationsPrior experience supporting a U.S. professional services firm (accounting, tax, legal, or financial services)Hands-on experience with TaxDome, Pipedrive, Calendly, or Microsoft 365Experience preparing reports or conducting research for an executiveComfort drafting client-facing emailIdeal Candidate ProfileYou are highly organized and detail-obsessed, and things do not fall through the cracks on your watch. You are proactive and self-directed, comfortable building structure where none exists rather than waiting for a playbook. You communicate clearly and professionally in writing, you treat sensitive information with real discretion, and you thrive in a small, founder-led environment where owning your lane matters more than following a manual.Why JoinDirect access to the founder, genuine ownership of the workflows that run the practice, and room to grow as the firm scales. Stable, full-time, remote.","company":"Somewhere","rawCompany":"somewhere","city":"Denver","state":"CO","isRemote":false,"isActive":false,"createdAt":"2026-10-14T13:05:56.220Z","occupations":[{"code":"43-6014.00","title":"Secretaries and Administrative Assistants, Except Legal, Medical, and Executive","slug":"secretaries-and-administrative-assistants-except-legal-medical-and-executive"},{"code":"43-6011.00","title":"Executive Secretaries and Executive Administrative Assistants","slug":"executive-secretaries-and-executive-administrative-assistants"},{"code":"43-9199.00","title":"Office and Administrative Support Workers, All Other","slug":"office-and-administrative-support-workers-all-other"}],"industries":[{"code":"561110","title":"Office Administrative Services","slug":"office-administrative-services"},{"code":"541611","title":"Administrative Management and General Management Consulting Services","slug":"administrative-management-and-general-management-consulting-services"},{"code":"541213","title":"Tax Preparation Services","slug":"tax-preparation-services"}],"jobPosting":{"@context":"https://schema.org","@type":"JobPosting","title":"Executive Assistant & Client Operations","description":"Executive Assistant & Client Operations CoordinatorLocation: Philippines-RemoteWork Schedule: Overlap with U.S. Central business hours, core window approximately 8:00 AM–1:00 PM CST (evening/overnight shift in the Philippines)Salary: Market RelatedAbout the CompanyWe are a boutique, U.S.-based (Houston, TX) CPA-led tax advisory firm specializing in proactive tax strategy for business owners, high-income professionals, and real estate investors. Unlike traditional CPAs who only surface at filing time, the firm builds and executes year-round strategy: entity structuring, retirement plan design, cost segregation, and real estate tax planning. The practice is founder-led and growing quickly on the strength of inbound content and referrals, and is now building out its operational backbone to keep pace.About the RoleThis role exists because the founder is the bottleneck. Inbox management, scheduling, CRM upkeep, client follow-up, and reporting are currently eating hours that belong on high-value strategy and client work.This is a core executive assistant role. You will own the founder's inbox and calendar, keep the CRM clean and current, tell the founder each day what needs attention, and take recurring administrative work off his plate entirely. It is a support and organization role rather than a sales role. You will send follow-up communication from established templates, but you are not expected to sell, cold call, or close business.This is a client-facing role handling confidential financial information, so discretion and polished written English are non-negotiable. You will start with hands-on training, then be expected to run these workflows independently.Key ResponsibilitiesInbox & Calendar ManagementOwn and triage the founder's inbox: sort, prioritize, flag what needs attention, and keep it organizedDraft routine replies for review and handle straightforward correspondence independently once trainedManage the calendar and booking links (Calendly), schedule and reschedule meetings, and protect focused work timeCRM Hygiene & Daily PrioritiesKeep the CRM (Pipedrive) clean, current, and fully loggedFile incoming email correspondence against the correct contact and deal records so every conversation is captured in the right placeDeliver a short daily brief: what is urgent, what needs follow-up, what may have been missed, and what is coming upSurface stalled or aging opportunities so nothing goes coldFollow-Up & Client CoordinationSend follow-up communication to leads and clients from established templates and sequencesBook consultations onto the founder's calendarSend and track client portal invites (TaxDome) and monitor for open or stuck itemsChase missing client documents and keep engagements moving cleanly through each stageReporting, Research & DataPull recurring reports from the CRM and other systems, and keep internal trackers currentCollect and organize data the founder needs for decisions and client workComplete ad-hoc research projects as assignedGeneral Administrative SupportOrganize incoming client tax documents and maintain orderly client files and recordsHandle billing and invoicing follow-upCoordinate the newsletter and content publishing scheduleCapture and organize call notes and action itemsCoordinate with third parties and service providers on the founder's behalf as neededInbox managementChasing leads who never book consultations/tax strategy calls or haven't said yes or noMaintaining and updating GHL with the status of each lead (CRM hygiene)Required Qualifications2+ years as an executive assistant, virtual assistant, or administrative coordinator supporting a U.S.-based company or executiveExcellent written and spoken English, polished enough for direct client communicationStrong organizational skills and demonstrated ability to own recurring workflows end to end with minimal oversight once trainedCRM experience (Pipedrive strongly preferred, any CRM acceptable)Comfortable with email management, calendar coordination, and document organizationProven discretion handling confidential and financial informationReliable availability during the U.S. Central morning overlap windowPreferred QualificationsPrior experience supporting a U.S. professional services firm (accounting, tax, legal, or financial services)Hands-on experience with TaxDome, Pipedrive, Calendly, or Microsoft 365Experience preparing reports or conducting research for an executiveComfort drafting client-facing emailIdeal Candidate ProfileYou are highly organized and detail-obsessed, and things do not fall through the cracks on your watch. You are proactive and self-directed, comfortable building structure where none exists rather than waiting for a playbook. You communicate clearly and professionally in writing, you treat sensitive information with real discretion, and you thrive in a small, founder-led environment where owning your lane matters more than following a manual.Why JoinDirect access to the founder, genuine ownership of the workflows that run the practice, and room to grow as the firm scales. Stable, full-time, remote.","datePosted":"2026-10-14T13:05:56.220Z","dateModified":"2026-10-14T13:05:56.220Z","hiringOrganization":{"@type":"Organization","name":"Somewhere","sameAs":"https://jobsearcher.com"},"jobLocation":{"@type":"Place","address":{"@type":"PostalAddress","addressLocality":"Denver","addressRegion":"CO","addressCountry":"US"}},"identifier":{"@type":"PropertyValue","name":"JobSearcher","value":"63e7ecb37c5064832b89bfb2"},"url":"https://jobsearcher.com/jobs/63e7ecb37c5064832b89bfb2"}}