Executive Assistant & Client Operations Coordinator|

Position: Executive Assistant & Client Operations Coordinator

Location: Philippines-Remote

Work Schedule: Overlap with U.S. Central business hours core window approximately 8:00 AM1:00 PM CST (evening/overnight shift in the Philippines)

Salary:Market Related

About the Company

We are a boutique U.S.-based (Houston TX) CPA-led tax advisory firm specializing in proactive tax strategy for business owners high-income professionals and real estate investors. Unlike traditional CPAs who only surface at filing time the firm builds and executes year-round strategy: entity structuring retirement plan design cost segregation and real estate tax planning. The practice is founder-led and growing quickly on the strength of inbound content and referrals and is now building out its operational backbone to keep pace.

About the Role

This role exists because the founder is the bottleneck. Inbox management scheduling CRM upkeep client follow-up and reporting are currently eating hours that belong on high-value strategy and client work.

This is a core executive assistant role. You will own the founders inbox and calendar keep the CRM clean and current tell the founder each day what needs attention and take recurring administrative work off his plate entirely. It is a support and organization role rather than a sales role. You will send follow-up communication from established templates but you are not expected to sell cold call or close business.

This is a client-facing role handling confidential financial information so discretion and polished written English are non-negotiable. You will start with hands-on training then be expected to run these workflows independently.

Key Responsibilities

Inbox & Calendar Management

• Own and triage the founders inbox: sort prioritize flag what needs attention and keep it organized
• Draft routine replies for review and handle straightforward correspondence independently once trained
• Manage the calendar and booking links (Calendly) schedule and reschedule meetings and protect focused work time

CRM Hygiene & Daily Priorities

• Keep the CRM (Pipedrive) clean current and fully logged
• File incoming email correspondence against the correct contact and deal records so every conversation is captured in the right place
• Deliver a short daily brief: what is urgent what needs follow-up what may have been missed and what is coming up
• Surface stalled or aging opportunities so nothing goes cold

Follow-Up & Client Coordination

• Send follow-up communication to leads and clients from established templates and sequences
• Book consultations onto the founders calendar
• Send and track client portal invites (TaxDome) and monitor for open or stuck items
• Chase missing client documents and keep engagements moving cleanly through each stage

Reporting Research & Data

• Pull recurring reports from the CRM and other systems and keep internal trackers current
• Collect and organize data the founder needs for decisions and client work
• Complete ad-hoc research projects as assigned

General Administrative Support

• Organize incoming client tax documents and maintain orderly client files and records
• Handle billing and invoicing follow-up
• Coordinate the newsletter and content publishing schedule
• Capture and organize call notes and action items
• Coordinate with third parties and service providers on the founders behalf as needed

Required Qualifications

• 2 years as an executive assistant virtual assistant or administrative coordinator supporting a U.S.-based company or executive
• Excellent written and spoken English polished enough for direct client communication
• Strong organizational skills and demonstrated ability to own recurring workflows end to end with minimal oversight once trained
• CRM experience (Pipedrive strongly preferred any CRM acceptable)
• Comfortable with email management calendar coordination and document organization
• Proven discretion handling confidential and financial information
• Reliable availability during the U.S. Central morning overlap window

Preferred Qualifications

• Prior experience supporting a U.S. professional services firm (accounting tax legal or financial services)
• Hands-on experience with TaxDome Pipedrive Calendly or Microsoft 365
• Experience preparing reports or conducting research for an executive
• Comfort drafting client-facing email

Ideal Candidate Profile

You are highly organized and detail-obsessed and things do not fall through the cracks on your watch. You are proactive and self-directed comfortable building structure where none exists rather than waiting for a playbook. You communicate clearly and professionally in writing you treat sensitive information with real discretion and you thrive in a small founder-led environment where owning your lane matters more than following a manual.

Why Join

Direct access to the founder genuine ownership of the workflows that run the practice and room to grow as the firm scales. Stable full-time remote.