Administrative Assistant

A growing U.S.-based accounting and advisory firm is looking for a highly organized Administrative Assistant to support daily operations and client coordination in a fully remote environment.

• Requirements:
  2+ years of experience in administrative support, executive assistance, or operations roles
• Experience supporting professional teams (accounting, consulting, finance, or similar environments is a plus)
• Strong organizational and time-management skills
• High attention to detail and ability to manage multiple tasks simultaneously
• Excellent written and verbal communication in English (advanced level required)

Working Conditions:
-Compensation: USD $1000 to $1,500 per month
-Contract type: Independent contractor (service agreement)
-Schedule: Monday to Friday | 9:00 AM – 6:00 PM (U.S. business hours)
-Work modality: 100% Remote

Key Responsibilities

• Manage and coordinate calendars for the team.
• Schedule virtual meetings (Zoom, Teams) across U.S. time zones.
• Send meeting confirmations and reminders to clients.
• Anticipate and resolve scheduling conflicts.
• Track key deadlines related to tax filings and client deliverables.
• Serve as the first point of contact for administrative client inquiries.
• Follow up with clients regarding pending documentation.
• Maintain clear, professional, and timely communication with clients.
• Update and maintain client information within CRM or internal systems.
• Support the onboarding process for new clients.
• Prepare, format, and proofread engagement letters, proposals, and reports.
• Organize and maintain digital filing systems following security protocols.
• Apply proper document version control and naming conventions.
• Ensure adherence to firm procedures and confidentiality standards.
• Create and maintain tax return tracking systems.
• Monitor the receipt of client documentation.
• Support organization of documentation.
• Track proposals sent to prospective clients.
• Create and organize client folders and assign Client IDs.
• Maintain administrative tracking of proposal status and onboarding progress.
• Prepare weekly administrative reports.
• Assist in updating internal procedures and documentation.
• Manage digital subscriptions and administrative tools.

• Provide ad-hoc administrative support to the team as needed.