Administrative Assistant

Athena CPAs & Advisors LLC; Tampa (FL); Remote; Part time

Job summary

A leading company seeks a highly organized, bilingual Administrative Assistant to support the CEO and enhance client relationships. This part-time role involves managing communications, scheduling, and client support, ensuring a professional and friendly experience. Ideal candidates thrive in a collaborative environment and are tech-savvy, ready to adapt to various tasks while maintaining a focus on client satisfaction.

Qualifications

• Fluent in Spanish and English required.
• Highly organized and able to manage multiple tasks.
• Previous experience in accounting or client services is a plus.

Responsibilities

• Communicate with clients in a friendly, warm manner.
• Manage the CEO’s calendar and email inbox.
• Assist with event coordination and follow-ups.

Skills

Bilingual

Organizational Skills

Customer Service

Communication

Tools

TaxDome

Google Workspace

CRM

Job description

Required: Spanish and English

Employment Type: W-2 Employee (Part-Time, Starting at 25 Hours Per Week)

Location: Remote (Tampa Bay Area Preferred)

About ATHENA CPAs & Advisors

We are a powerful team that helps business owners stop losing money to taxes and finally feel in control of their finances. We don’t just file tax returns—we give our clients peace of mind, knowing someone has their back year-round, so they can focus on growing their business without financial chaos holding them back.

Like any growing business, our priorities shift depending on client needs and deadlines—so we need someone who’s flexible, organized, and ready to jump in where needed.

Position Overview

We are looking for a highly organized, customer-focused, bilingual (Spanish & English) Administrative Assistant to join our team. This person will help us stay connected with clients, manage follow-ups, and support the CEO directly by handling her calendar, calls, and email communications.

The ideal person loves building positive relationships, communicating in a friendly, warm, and professional way, and making sure our clients feel taken care of every step of the way. You aren’t afraid to ask questions when unsure and take initiative to get clarity. You’re also someone who works well collaborating with leadership and team members to keep operations running smoothly.

Key Responsibilities

Client Support & Customer Service

• Communicate with clients in Spanish and English in a friendly, warm, and professional manner
• Follow up with clients to collect documents, signatures, or missing items
• Answer client questions with patience and care
• Help clients navigate their TaxDome client portal
• Schedule and confirm client meetings

CEO Support (Calendar, Calls, and Email)

• Manage the CEO’s calendar—scheduling internal and external meetings
• Screen and manage the CEO’s email inbox, flagging priority items
• Coordinate calls and meeting reminders
• Assist with follow-up and tracking next steps after meetings

Administrative & Digital Organization Support

• Keep client records organized in TaxDome, Google Drive, and CRM
• Prepare and track engagement letters and signatures
• Assist with team meeting notes, project tracking, and internal follow-up
• Support light data entry and document management

Sales Support & Lead Tracking

• Track new leads and sales inquiries, making sure no opportunity falls through the cracks
• Send follow-up emails to prospects who haven’t responded
• Prepare client summaries and call notes to keep the sales process organized
• Update the CRM or sales tracker with lead status and next steps

Internal Operations & Team Support

• Help document internal processes (SOPs, checklists, workflows) as the business grows
• Keep team projects and deadlines moving with timely reminders and follow-up
• Assist with team scheduling and onboarding support for new hires when needed

Event & Networking Support

• Assist with event coordination for webinars, workshops, or community engagements
• Prepare and send event reminder emails and thank you follow-ups
• Track attendees, partners, and follow-up actions from networking events

What We’re Looking For

• Fluent in both Spanish and English (Required)
• Friendly, warm, and professional communication style
• Highly organized and able to manage multiple systems, leads, and tasks with timely follow-up
• Not afraid to ask questions when unsure—takes initiative to seek clarity and keep things moving
• Comfortable managing calendars, calls, and email follow-ups
• Tech-comfortable and eager to learn TaxDome, Google Workspace, and CRM tools
• Dependable, proactive, and detail-oriented
• Collaborative and able to work well as part of a team, supporting both leadership and peers
• Sales or client onboarding experience is a plus—we love people who know how to keep relationships warm and moving forward
• Previous experience in accounting, client services, or professional office settings is a plus

What You’ll Need to Work Successfully

• A reliable computer or laptop capable of handling video meetings and cloud-based apps
• Stable high-speed internet connection for uninterrupted Zoom and client calls
• Noise-canceling headphones or a quiet space to handle client and team meetings professionally

Hours & Compensation

• Part-time, starting at 25 hours per week
• Required Schedule: Monday to Friday, 10:00 AM – 3:00 PM Eastern Time
• Potential to grow into more hours over time
• Starting at $18 per hour