Executive Assistant - Remote

David F thomas CPA; San Mateo (CA); Remote; USD 75,000 - 85,000; Full time

Job summary

David Thomas CPA is seeking a highly organized Executive Assistant to support the firm’s leadership and accounting team. This remote, full-time role focuses on coordinating schedules, client communication, and maintaining efficient operations.

The ideal candidate will have strong communication, organizational, and multitasking skills, with experience in Microsoft Office or Google Workspace and remote collaboration tools.

Qualifications

• Strong written and verbal communication skills.
• Excellent organizational skills and attention to detail.
• Ability to manage multiple tasks, prioritize deadlines, and follow through on assignments.
• Working knowledge of Microsoft Office or Google Workspace, including email, calendars, spreadsheets, and word processing.
• Comfortable using video conferencing tools and digital collaboration platforms.
• Ability to work independently and communicate effectively in a remote environment.
• Dependable, professional, and committed to maintaining confidentiality.
• Reliable computer, internet connection, and a suitable workspace for remote work.

Responsibilities

• Manage calendars, schedule appointments, coordinate meetings, and send reminders.
• Monitor incoming emails and correspondence, prioritize requests, and assist with timely follow-ups.
• Prepare, format, proofread, and organize business documents, reports, letters, and presentations.
• Maintain electronic filing systems and ensure documents are accurately organized and accessible.
• Coordinate virtual meetings, prepare agendas, and document action items when needed.
• Assist with routine client communications, appointment confirmations, and information requests.
• Track deadlines, maintain task lists, and follow up on outstanding assignments.
• Support expense tracking, invoice organization, and basic administrative recordkeeping.
• Coordinate office administration, business correspondence, and routine operational tasks.
• Assist with data entry and maintain accurate internal records.
• Help streamline administrative workflows and identify opportunities to improve efficiency.
• Handle confidential business and client information with discretion.
• Perform other administrative and executive support duties as assigned.

Skills

Communication

Organization

Multitasking

Office Tools

Video Conferencing

Remote Work

Confidentiality

Tools

Microsoft Office

Google Workspace

Video conferencing software

Job description

About David Thomas CPA

David Thomas CPA is seeking a highly organized, dependable, and proactive Executive Assistant to provide administrative and operational support to the firm's leadership and accounting team. This is an excellent opportunity for a professional who enjoys keeping daily operations organized, coordinating schedules, communicating with clients, and helping a team work efficiently.

The successful candidate will play an important role in managing administrative priorities, maintaining organized records, coordinating meetings, and ensuring that routine business activities are handled accurately and on time.

We welcome applications from experienced executive assistants, administrative professionals, office coordinators, and individuals with strong organizational and communication skills who are ready to grow in a professional accounting environment.

Key Responsibilities

• Manage calendars, schedule appointments, coordinate meetings, and send reminders.
• Monitor incoming emails and correspondence, prioritize requests, and assist with timely follow-ups.
• Prepare, format, proofread, and organize business documents, reports, letters, and presentations.
• Maintain electronic filing systems and ensure documents are accurately organized and accessible.
• Coordinate virtual meetings, prepare agendas, and document action items when needed.
• Assist with routine client communications, appointment confirmations, and information requests.
• Track deadlines, maintain task lists, and follow up on outstanding assignments.
• Support expense tracking, invoice organization, and basic administrative recordkeeping.
• Coordinate office administration, business correspondence, and routine operational tasks.
• Assist with data entry and maintain accurate internal records.
• Help streamline administrative workflows and identify opportunities to improve efficiency.
• Handle confidential business and client information with discretion.
• Perform other administrative and executive support duties as assigned.

Qualifications

Required Qualifications

• Previous experience in administrative support, office coordination, customer service, executive assistance, or a related field is preferred.
• Strong written and verbal communication skills.
• Excellent organizational skills and attention to detail.
• Ability to manage multiple tasks, prioritize deadlines, and follow through on assignments.
• Working knowledge of Microsoft Office or Google Workspace, including email, calendars, spreadsheets, and word processing.
• Comfortable using video conferencing tools and digital collaboration platforms.
• Ability to work independently and communicate effectively in a remote environment.
• Dependable, professional, and committed to maintaining confidentiality.
• Reliable computer, internet connection, and a suitable workspace for remote work.

Preferred Qualifications

• Experience supporting an executive, business owner, manager, or professional services team.
• Familiarity with scheduling systems, document management, and task-tracking software.
• Experience working with financial, accounting, legal, or other professional services firms.
• Ability to anticipate administrative needs and resolve routine issues proactively.

A bachelor's degree is welcome but not required. Equivalent professional experience and demonstrated organizational skills will also be considered.

Work Schedule

• Full-time employment, approximately 40 hours per week.
• Monday through Friday.
• Standard business hours, with the precise working schedule agreed upon during hiring.
• Fully remote work within the approved hiring location.
• Occasional flexibility may be required to accommodate meetings, deadlines, and business priorities.

Candidates should be comfortable maintaining consistent availability and communicating with the team throughout their scheduled working hours.

Compensation and Benefits

Annual salary: $75,000–$85,000, depending on experience, qualifications, and relevant skills.

The compensation package will be discussed during the interview process. Any additional benefits, paid time off, or professional development opportunities will be confirmed by the hiring team.

What We Offer

• The convenience of working remotely.
• A full-time opportunity in a professional accounting environment.
• A varied role with exposure to executive support and business operations.
• Opportunities to develop administrative, communication, and organizational skills.
• A collaborative team environment where reliability and initiative are valued.
• The opportunity to contribute to improved workflows and the firm's continued growth.

Who Should Apply?

This position may be a strong fit for candidates who have worked as an Executive Assistant, Administrative Assistant, Office Coordinator, Virtual Assistant, Operations Assistant, Receptionist, or Customer Service Representative.

We are particularly interested in individuals who are organized, trustworthy, responsive, comfortable with technology, and capable of taking ownership of routine responsibilities.