Personal Assistant to Partner

Smoker & Company; Leola (PA); On-site; USD 40,000 - 60,000; Full time

Benefits offered by this job

Health insurance

401K

Paid holidays

PTO

Job summary

A CPA and advisory firm in Pennsylvania is seeking a detail-oriented Personal Assistant to provide high-level administrative support to a Partner. This role will involve managing calendars, client communications, and project coordination within a fast-paced environment. The ideal candidate will have prior administrative experience, strong organizational skills, and proficiency in Microsoft Office. The position offers benefits including health insurance and 401K. Additional hours may be required during peak tax season.

Qualifications

• Prior administrative or executive assistant experience preferred.
• Experience in accounting, tax, legal, or professional services environments preferred.
• Strong written and verbal communication skills.

Responsibilities

• Manage complex calendar including client meetings and deadlines.
• Monitor inbox and draft routine responses.
• Assist with billing coordination and engagement letters.

Skills

Organizational skills

Communication skills

Problem-solving skills

Proficiency in Microsoft Office

Tools

Microsoft Outlook

Microsoft Excel

Microsoft Word

Microsoft Teams

Job description

The Personal Assistant provides high-level administrative, organizational, and communication support to a Partner in a busy CPA and advisory firm. This role helps manage day-to-day workflow, client coordination, scheduling, and priority tracking so the Partner can focus on client service, tax planning, and firm leadership.

Responsibilities

Calendar & Scheduling Management

• Manage complex calendar including client meetings, internal meetings, and deadlines.
• Coordinate recurring appointments during tax season and off-season planning.
• Schedule calls, virtual meetings, and in-person meetings with clients and staff.
• Monitor upcoming deadlines and proactively adjust scheduling as priorities shift.

Email & Communication Support

• Monitor inbox, flag priorities, and draft routine responses.
• Route workflow questions to appropriate team members.
• Track follow-ups with clients, staff, and external advisors.
• Maintain professional and timely communication standards.

Client & Project Coordination

• Track status of tax returns, extensions, planning projects, and deliverables in coordination with production assistant.
• Ensure required documents are received and uploaded to firm systems.
• Prepare client meeting packets and summaries as requested.
• Maintain task lists and accountability for open items.

Administrative & Operational Support

• Prepare reports, spreadsheets, and simple presentations.
• Assist with billing coordination, engagement letters, and document organization.
• Maintain organized digital and physical filing systems.
• Support firm initiatives, events, or special projects as assigned.

Personal Task Support (as appropriate)

• Coordinate personal scheduling or logistics that affect business workflow.
• Assist with travel planning, reminders, or time-sensitive projects when needed.

Qualifications

• Prior administrative or executive assistant experience preferred.
• Experience in accounting, tax, legal, or professional services environments preferred.
• High level of organization, discretion, and professionalism.
• Strong written and verbal communication skills.
• Ability to prioritize, multitask, and meet deadlines in a fast-paced environment.
• Proficiency with Microsoft Outlook, Excel, Word, Teams, and document management systems.
• Comfortable working with confidential financial and client information.

Key Traits for Success

• Highly dependable and detail-oriented.
• Proactive problem solver who anticipates needs.
• Calm under pressure, especially during tax season.
• Strong sense of urgency and follow-through.
• Professional presence with clients and staff.

Work Schedule

Full-time.

Additional hours may be required during peak tax season.

Benefits

We offer benefits including health insurance, 401K, paid holidays and PTO.