Executive Assistant

Job Description

Job Description

Executive Assistant

We are seeking a highly organized, proactive, and detail-oriented Executive Assistant to support our Partners and Managers. This role requires excellent communication skills, the ability to thrive in a fast-paced environment, and the professionalism to manage sensitive information with discretion.

Education

• Bachelor’s degree preferred

Qualifications & Experience

• Bilingual (English/Spanish) required
• Minimum 3 years of experience as an Executive Assistant, including direct C-Suite support
• Experience in a CPA firm preferred
• Proficiency in MS Office Suite, Teams, and Zoom
• Strong organizational, time management, and multitasking skills
• Ability to work independently as well as part of a team
• Professional demeanor and positive, can-do attitude
• Excellent written and verbal communication skills
• Strong attention to detail and follow-through
• Valid driver’s license

Key Responsibilities

• Provide high-level administrative support to Partners and Managers
• Act as liaison between clients, Partners, Managers, and staff
• Manage Partner calendars, including scheduling, meeting coordination, and catering needs
• Oversee Partner email, flagging time-sensitive matters throughout the day
• Track Partner billable time and ensure accurate submission into the time-entry system
• Prepare travel arrangements, reservations, and reimbursements for Partners
• Organize and prioritize incoming mail and correspondence
• Support GEMRT University (reporting, scheduling seminars, record-keeping)
• Maintain and distribute Tax operations reports, including communication with Partners and staff
• Prepare professional correspondence for clients
• Take, transcribe, and distribute meeting minutes
• Handle confidential firm and client information with discretion
• Perform scanning, filing, and general office support as needed
• Trustee Administration Support
  • Maintain trustee records, files, and documentation
  • Assist with coordination and communication between trustees, beneficiaries, and advisors
  • Track deadlines for trustee-related filings, reports, and compliance requirements
  • Draft correspondence and meeting minutes related to trustee matters
  • Ensure confidentiality and accuracy of sensitive trust-related information
• Other duties as assigned