Tax Specialist Administrative Assistant

We are a growing administrative support firm that caters to the Accounting and Tax industry. Our clients are primarily CPA and Accounting firms who do not have a full-time administrative or executive assistant.

We’re looking for a highly organized, detail-driven Tax Specialist Administrative Assistant to support our clients' tax operations and client management processes. The ideal candidate will combine strong administrative and communication skills with hands-on familiarity in professional tax software and workflow tools.

You’ll play a critical role in keeping our tax preparation process efficient and compliant — from organizing client documents to assisting with e-filing and tracking engagement progress. This position is ideal for someone who thrives in a fast-paced accounting environment, is proactive, and enjoys ensuring every detail runs smoothly behind the scenes. This role has room for growth, long-term advancement and values accuracy and initiative while supporting individual growth.

Key responsibilities include:
Support tax preparers with client onboarding, document collection, and e-file processing.

Manage communication, scheduling, and workflow tasks through Karbon, Financial Cents, and TaxDome.

Review client submissions for completeness (e.g., W-2s, 1099s, organizers, and engagement letters).

Prepare and track electronic signatures through individual client project management software.

Maintain digital files, ensuring accuracy, confidentiality, and compliance with firm standards.

Coordinate client meetings via Calendly and Zoom.

Assist with e-file authorizations (Form 8879) and ensure timely client sign-offs.

Organize and update internal tax status trackers and deadline reports.

Prepare invoices, monitor payments, and support internal reporting in collaboration with firm leadership.

Provide administrative and client service support during peak tax seasons and throughout the year.


Required Skills & Qualifications
Minimum of 2 years of experience providing administrative support in a tax or accounting firm.

Preferred Familiarity with:

-Drake Tax, ProConnect, and Stanford Tax

-TaxDome, Karbon, and Financial Cents

-Practice Ignition, Calendly, and Adobe Acrobat

-Microsoft Office Suite and Google Workspace

-Teams and Zoom (client and internal communication).

Strong understanding of client confidentiality and secure document handling.

Excellent written and verbal communication skills.

Proactive, resourceful, and comfortable managing multiple priorities with minimal supervision.

Strong organizational and time management skills.

Able to document and create SOPs for everyday recurring tasks


Preferred:
Prior experience assisting with individual and business tax filings (1040, 1120, 1065, etc.).

Working knowledge of tax deadlines, extensions, and client correspondence.

Familiarity with general accounting principles or bookkeeping tasks.

Experience supporting remote teams and maintaining workflow dashboards.