Executive Virtual Assistant (US-Based Accounting and Tax Solutions)

Pearl; Medellín; A distancia; COP 40.000.000 - 80.000.000; Jornada completa

Descripción de la vacante

A professional services firm is seeking an experienced Executive Assistant to manage client communication, workflows, and operations. This fully remote role requires proficiency in Microsoft Office, fluency in English and Spanish, and a minimum of five years in executive support. Key responsibilities include scheduling, tracking deadlines, and maintaining organized records. Competitive salary and unlimited PTO offered.

Servicios

Competitive Salary

Unlimited PTO

Direct Mentorship

Learning & Development

Global Networking

Work-Life Balance

Formación

• 5+ years of professional experience in executive support, administration, or a related field.
• Strong ability to foresee potential issues and solve them independently.
• Experience coordinating signatures and handling e-filing confirmations.

Responsabilidades

• Managing client communication and onboarding.
• Tracking workflows, deadlines, and tax returns.
• Maintaining organized client files and firm records.

Conocimientos

Proficiency in Microsoft Office Suite

Fluency in English

Fluency in Spanish

Proactive Problem-Solving

Strong background in digital file organization

Herramientas

Canopy Software

DocuSign

QuickBooks

Slack

Microsoft Excel

Descripción del empleo

Role Overview

We’re seeking a detail-oriented and proactive Executive Assistant to provide high-level support in managing client communication, workflows, and firm operations. This role involves handling client intake and onboarding, managing the executive’s calendar, and ensuring deadlines and projects stay on track through close coordination with offshore staff. The Executive Assistant will also maintain organized records, prepare reports, manage engagement letters, and support billing and administrative tasks.

The ideal candidate is confident, independent, and highly organized, with strong leadership skills, excellent attention to detail, and the ability to anticipate needs several weeks ahead. A minimum of five years of experience in executive support or operations is required.

Key Responsibilities

• Client Intake & Communication (10%): Scheduling meetings and managing the calendar; handling client onboarding and follow-ups for missing documents; monitoring the client portal and email for routine requests; Canopy Software (bigger weight).
• Workflow & Deadlines (40%): Tracking tax return, accounting, and project deadlines; following up with offshore staff (AcoBloom) to ensure tasks are completed on time; preparing and updating status reports so nothing slips through the cracks (weekly).
• Operations & Administration (40%): Maintaining organized client files and firm records (cloud); coordinating signatures, DocuSign, and e-filing confirmations; preparing engagement letters and tracking renewals (e.g., annual advisory).
• Billing & Financial Admin (5%): Drafting invoices, tracking AR; ordering supplies.
• General Support (5%): Acting as the central point of communication between offshore staff (AcoBloom) and internal teams; keeping projects moving so escalation is avoided unless technical expertise is needed.

Tools

Canopy Software, Microsoft Office (Excel in particular), Slack, Outlook, DocuSign, Cloud-based file storage/management systems, Invoice software (with import to QuickBooks), Client portal/email platforms

Must-Haves

• 5+ years of professional experience in executive support, administration, or a related field
• Fluency in English and Spanish (written and spoken)
• Proficiency in Microsoft Office Suite, particularly Excel
• Hands-on experience with Slack and Outlook
• Familiarity with tax return processes and accounting support
• Strong background in organizing and maintaining digital files and firm records (cloud-based systems)
• Experience coordinating signatures, managing DocuSign, and handling e-filing confirmations
• Proactive Problem-Solving: a natural ability to foresee potential issues before they arise and take the initiative to solve them independently.

Nice-to-Haves

• Tech-Savvy: Comfort with various tech tools beyond the ones listed, such as video conferencing platforms and collaboration tools
• Experience with Cross-Cultural Communication: Understanding cultural differences in work styles when interacting with offshore staff
• Project Management Experience: Tools like Asana, Trello, or Monday.com

• Competitive Salary: To be discussed during the interview
• Remote Work: Fully remote—work from anywhere
• Unlimited PTO: Ample paid time off to rest and recharge
• Direct Mentorship: Guidance from international industry experts
• Learning & Development: Ongoing access to resources for professional growth
• Global Networking: Work and connect with professionals around the world
• Work-Life Balance: Flexible hours that support a healthy work-life balance

Our Recruitment Process

1. Application
2. PreScreening
3. Top-grading Interview
4. Skills Assessment
5. Client Interview
6. Job Offer
7. Client Onboarding