Executive Coordinator, Tax

Seidel Schroeder; Katy (TX); On-site; USD 35,000 - 55,000; Full time

Job summary

Seidel Schroeder in Katy, Texas is seeking a dedicated individual for a role focusing on client communication and administrative support. Responsibilities include gathering tax information, managing schedules, supporting billing processes, and ensuring project updates are accurately recorded. The ideal candidate has strong organizational and communication skills, is proficient in office software, and has a high school diploma. Flexibility during seasonal workload peaks is necessary.

Qualifications

• Minimum of a High School Diploma; associate or bachelor's degree preferred.
• Experience in a professional office is preferred but not required.
• Must be legally authorized to work in the United States.
• Ability to work overtime during certain seasonal periods.

Responsibilities

• Communicate with clients for tax information.
• Manage the partner's calendar and schedule.
• Organize and coordinate scheduling activities across the department.
• Draft letters to IRS or state taxing authorities.
• Support billing, retainers, and collections.

Skills

Proficiency in learning software

Strong time management

Attention to detail

Organizational skills

High degree of professionalism

Excellent communication skills

Team-player mindset

Strategic thinking

Proficient in Microsoft Office

Flexibility and adaptability

Education

High School Diploma

Associate or Bachelor's Degree

Tools

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Microsoft Outlook

Microsoft Teams

Job description

Duties / Responsibilities

• Proactively communicate with clients to gather necessary tax information and update and maintain client information.
• Download and organize client data, including statements, K1s, and emails.
• Cross-train in assembling and processing tax returns.
• Ensure project updates are accurately recorded, reflecting changes for subsequent years.
• Act as a reliable backup for other executive coordinators during absences and high workload periods.
• Draft non-technical letters to IRS or state taxing authorities.
• Assist with Power of Attorney (POA) and client correspondence.
• Assist in preparing and processing tax return extension requests according to established protocols.
• Collaborate on the preparation of presentations.
• Organize and coordinate scheduling activities for the department, balancing workloads among staff members.
• Monitor project completion, ensuring efficient capacity utilization and timely project delivery.
• Proactively manage the partner's calendar, appointments, and meeting schedules.
• Act as the first point of contact, screening and prioritizing incoming calls and emails.
• Utilize scheduling data and client lists to provide staffing capacity insights and recommendations to the department head.
• Oversee tracking of received and completed tax returns.
• Identify and contribute to process improvements for current systems and procedures.
• Proactively manage senior leaders’ calendars, meetings, drive time, and daily priorities to protect focus and wellbeing.
• Serve as a frontline liaison, screening and prioritizing calls and emails while monitoring inboxes with organized tagging systems.
• Anticipate needs, own non-technical tasks, and maintain structured daily check‑ins with a clear action plan.
• Compose meeting agendas, coordinate follow‑ups, and ensure effective communication among all stakeholders.
• Deliver a positive and professional experience for prospective and existing clients, including coordinating interviews and preparing engagement letters, proposals, and final reports.
• Provide support with billing, retainers, collections, A/P processing, and related administrative functions.
• Coordinate department scheduling and balance workloads across staff.
• Conduct one‑on‑one sessions with staff to support accountability and workflow momentum.
• Coordinate training initiatives and contribute to the preparation of internal and client‑facing presentations.
• Identify opportunities for delegation and ensure tasks are assigned and advanced appropriately.
• Anticipate workflow gaps and contribute to process improvements that enhance efficiency and client service.
• Overcommunicate proactively, ensuring all impacted parties remain informed.

Skills / Abilities

• Proficiency in learning and utilizing various software programs.
• Strong time management, attentions to detail, organizational skills, and adaptability to changing priorities.
• Critical and objective analysis for optimal outcomes.
• High degree of professionalism, confidentiality, and sound decision‑making.
• Excellent written, verbal, and listening communication skills.
• Team‑player mindset, flexibility, and diplomacy.
• Strategic thinking and detail‑oriented execution in high‑volume environments.
• Proficient in Microsoft Word, Excel, PowerPoint, Outlook, and Teams.
• Maintains composure under pressure and influences others effectively.
• Dedicated to team success, fostering a collaborative work ethic.
• Self‑sufficient and driven.
• Proficient in virtual communication.
• Conduct all Business activities in agreement with Seidel Schroeder core values.

Qualifications

• Minimum of a High School Diploma; associate or bachelor’s degree preferred.
• Experience working in a professional office is preferred but not required.
• Must be legally authorized to work in the United States of America.
• Ability to work overtime during certain seasonal periods.