Personal Assistant to Partner bei Smoker & Company LLC

Description

The Personal Assistant provides high-level administrative, organizational, and communication support to a Partner in a busy CPA and advisory firm. This role helps manage day-to-day workflow, client coordination, scheduling, and priority tracking so the Partner can focus on client service, tax planning, and firm leadership.

Responsibilities

Calendar & Scheduling Management

Manage complex calendar including client meetings, internal meetings, and deadlines.
Coordinate recurring appointments during tax season and off-season planning.
Schedule calls, virtual meetings, and in-person meetings with clients and staff.
Monitor upcoming deadlines and proactively adjust scheduling as priorities shift.

Email & Communication Support

Monitor inbox, flag priorities, and draft routine responses.
Route workflow questions to appropriate team members.
Track follow-ups with clients, staff, and external advisors.
Maintain professional and timely communication standards.

Client & Project Coordination

Track status of tax returns, extensions, planning projects, and deliverables in coordination with production assistant.
Ensure required documents are received and uploaded to firm systems.
Prepare client meeting packets and summaries as requested.
Maintain task lists and accountability for open items.

Administrative & Operational Support

Prepare reports, spreadsheets, and simple presentations.
Assist with billing coordination, engagement letters, and document organization.
Maintain organized digital and physical filing systems.
Support firm initiatives, events, or special projects as assigned.

Personal Task Support (as appropriate)

Coordinate personal scheduling or logistics that affect business workflow.
Assist with travel planning, reminders, or time-sensitive projects when needed.

Requirements

Prior administrative or executive assistant experience preferred.
Experience in accounting, tax, legal, or professional services environments preferred.
High level of organization, discretion, and professionalism.
Strong written and verbal communication skills.
Ability to prioritize, multitask, and meet deadlines in a fast-paced environment.
Proficiency with Microsoft Outlook, Excel, Word, Teams, and document management systems.
Comfortable working with confidential financial and client information.

Key Traits for Success

Highly dependable and detail-oriented.
Proactive problem solver who anticipates needs.
Calm under pressure, especially during tax season.
Strong sense of urgency and follow-through.
Professional presence with clients and staff.

Work Schedule

Full-time.

Additional hours may be required during peak tax season.

Benefits

We offer benefits including health insurance, 401K, paid holidays and PTO!