**Executive prioritization and calendar ownership** **Job overview** I run an accounting firm and lead a team of amazing people spread across the world. I’m looking for a high\-level Executive Assistant to help me manage the increasing number of moving parts in the business, especially around client communication, follow\-ups, and making sure nothing important falls through the cracks. This role isn’t just about keeping me organized. It’s about being a critical partner in making sure everything flows, nothing gets dropped, and our team and clients feel seen, supported, and cared for. **About the firm** We help business owners feel less uncertainty and stress about their accounting and finances. We obsess over our clients’ accounting so they don’t have to, and we care deeply about delivering timely, intuitive communication without compromise. You will be supporting me, the founder, as I lead a team spread across time zones. **The ideal candidate** This role isn’t for someone who’s just looking for another job. I need someone who loves solving puzzles, works well independently, can confidently manage up, and thrives in a role where priorities shift constantly. You’ll be my second brain, my operational partner, and sometimes the only person who remembers what I said last Tuesday in a meeting I don’t even remember having. You don’t need to have everything figured out, but you do need to be humble, teachable, and wired to solve problems. If something breaks or isn’t clear, your instinct is to fix it or find a better way, not to wait for instructions. **Key responsibilities** **Executive prioritization and calendar ownership** * Proactively manage and protect my time, not just by booking meetings, but by curating my calendar based on strategic priorities and client priorities. * Build in buffers, prep, follow\-ups, and space to think, rest, or reset. * Understand the “why” behind each meeting, who it’s with, what matters, and what outcomes we’re aiming for. * Adjust and gate\-keep scheduling based on urgency, alignment, and my energy rhythms. **Inbox triage, communication filtering, and task routing** * Own my inbox and shield me from noise while making sure I never miss what truly matters, especially client\-facing items. * Flag and route tasks to the right people with context and urgency in mind. * Write, review, or ghostwrite high\-impact communications in my tone, including follow\-ups, introductions, and occasional apologies. * Only surface what’s actionable, strategic, or time\-sensitive. **Client follow\-up, engagement letters, and “next steps” ownership** * Attend my meetings and capture action items, next steps, and follow\-ups. * Follow up with clients after our calls to keep momentum and ensure a strong client experience. * Send engagement letters and help keep the process moving through completion. * Keep lightweight trackers so we always know what’s pending, what’s blocked, and what needs a push. **Information management and context holding** * Track and retain key decisions, unresolved threads, and follow\-ups, even when they’re not formally documented. * Be the memory of what happened, why it mattered, and what’s still open. * Detect when something needs follow\-up, even if no one has said it out loud yet. * Hold context so you can connect dots and spot blind spots. **Internal operations and team support** * Coordinate across the team to keep projects and client work moving, with a bias toward resolution. * Attend team meetings as needed, take notes, log follow\-ups, and make sure to\-dos don’t slip through the cracks. * Regularly check in with staff to gauge workload, morale, and support needs. * Provide regular, actionable feedback to teammates with care and clarity. **Process improvement and systems building** * Spot process gaps and proactively build systems, SOPs, templates, and workflows. * Automate what you can and make execution more repeatable. **Finance exposure (preferred, not required)** * Any finance background is preferred, including bookkeeping, accounting, financial reporting, invoicing, payroll support, or analysis. **Onboarding and training (first 4 months)**We do not expect you to come in knowing everything. The first four months are a structured onboarding and training period so you can learn our standards, workflows, and communication style. During this onboarding period, you will be trained on how we manage inbox and calendar, how we handle client follow\-ups, and how we track open loops so nothing gets dropped. **Compensation and perks** * **Year 1 \- $22,000 to $28,000 Annual Compensation Package Including Benefits \& Profit Sharing** * **Year 2 \- $25,000 to $33,000 Annual Compensation Package Including Benefits \& Profit Sharing** * The full benefits package when considering all forms of compensation; Base rate, Stipends, Profit Sharing, PTO and Paid Holidays. **Base pay** * Onboarding and training (first 3 to 4 months): **$7\.50 to $9\.50 USD per hour** * Expected ongoing base range (post\-onboarding): **$9 to $11 USD per hour**, depending on experience and overall fit. * Healthy annual raises based upon quarterly performance reviews. **Stipends** * Internet stipend (Day 1\): **$50/month** * 3\-month milestone (one\-time): **$100 home office stipend** * Office stipend (begins after successful completion of onboarding and training period)**:\* Internet stipend converts to a** $75/month office stipend \*(to increase annually) **Profit sharing (Quarterly plus annual holdback)** * **Eligibility start:** Added to the profit\-sharing pool beginning **6 month after the successful completion of the Onboarding and Training** (i.e., **starting in your 4th quarter with us**) **Quarterly Profit Sharing payout structure:** * **75%** of each earned quarterly profit\-share amount is **paid out that quarter** * **25%** is **held back** and paid in an **annual year\-end payout** (designed to reward long\-term retention and consistency) **Paid holidays and paid time off** * **Paid holidays**: 4th of July, Thanksgiving, Christmas, New Year’s Day, plus 3 additional paid holidays at your discretion. * **Paid time off (PTO)**: PTO is provided and accrues over time starting Day 1\. For full time staff, PTO is equivalent to 15 days per calendar year. Usage guidelines are provided separately during the offer stage. **Other perks** * **Performance reviews**: Regular check\-ins and a formal review cadence, including an annual review tied to stipend increases and compensation growth. * **Flexibility**: This is a remote role where we care more about results than micromanaging your day. As long as you are responsive during agreed working hours, communicate clearly, and meet deadlines, you will have reasonable flexibility in how you structure your workday. Specific expectations (hours, response times, and communication rhythm) will be outlined during onboarding. * **Long\-term growth and compensation**Over the next 3 to 5 years, this individual can progress into more strategically focused responsibilities and eventually manage a team of bookkeepers, with higher compensation ranging from approximately **$50,000 to $60,000 USD** annually, depending on impact and role scope. **Requirements** **Must\-have skills** * Executive assistant or operations experience. * Strong written and verbal English communication. * Strong Google Workspace skills (Gmail, Calendar, Docs, Drive, Sheets). * Calendar, inbox, and communication management. * Able to manage up and push back professionally. * High attention to detail and follow\-through. **Bonus experience** * QuickBooks exposure. * Experience supporting an accounting, tax, or finance team. * Project management tools. * Recruiting, HR coordination, or team support experience. * Presentation building or content drafting. **To apply:** Send us a message stating your experience on the listed job responsibilities above briefly and concisely. Job Type: Full\-time Pay: $163\.83 \- $200\.24 per hour Expected hours: 40 per week Work Location: Remote