EXECUTIVE ASSISTANT

A dynamic and growing CPA firm is looking for a reliable Executive Assistant to join their team in Morris Plains, NJ. The Executive Assistant directly supports the Principal Partner with designated client projects, operations management, and daily firm administration. Ideally, the Executive Assistant should have previous administrative support experience; they thrive in a fast-paced environment; are skilled with problem-solving and client services; and have knowledge of bookkeeping. They should be a self-starter who shows commitment to their work.

RESPONSIBILITIES

Executive & Administrative Support:

• Manage partner’s schedule and ensure seamless coordination of appointments and deadlines.
• Handle and organize the partner’s inbox; identifying and flagging important emails, disregarding spam, and responding to conversations when appropriate.
• Independently maintain and organize important client and internal documents.
• Assist with workflow management, prioritizing tasks.
• Make sure calendar is up to date and that the partner’s day is on track with their schedule.

Client Service & Communication:

• Communicate with clients via phone and email to respond to requests, such as sending copies of tax returns or processing payments.
• Handle tax-related tasks including making tax payments and collecting required tax authorization forms (e.g., Form 8879).
• Send and follow up on 1040 document request lists for clients.
• Assist with collections by following up with clients regarding outstanding invoices.
• Occasionally pick up or drop off client documents in person if needed.

Bookkeeping & Compliance:

• Perform bookkeeping tasks and assist with tax-related filings (sales tax, payroll tax registrations, 1099 preparation).
• Prepare simple tax-related forms such as POAs, S Corp elections, and bipartisan forms.
• Conduct billing processes after reviewing with the executive.

Business & Personal Support:

• Assist with forming new LLCs for clients.
• Register clients for necessary tax accounts, such as payroll and sales tax.
• Assist with ad-hoc office administrative tasks (post office visits, local errands, etc.)
• Occasionally support personal tasks such as scheduling doctor appointments or paying personal bills.

QUALIFICATIONS

• Bachelor’s degree in business administration or related field required.
• 5+ years of Executive Assistant experience; ideally in the accounting, finance or legal industry.
• Highly organized, self-sufficient, and proactive in managing tasks.
• Ability to manage multiple projects and meet deadlines under pressure.
• Excellent communication, strong attention to detail, and customer service skills.
• Comfortable handling confidential financial and business documents.
• Deep understanding of the Microsoft 365 suite, including Outlook, Word, Excel, and Teams.
• Experience with CCH Axcess Suite is a strong plus.
• Previous experience in a CPA firm is preferred but not required.
• Familiarity with QuickBooks, tax software, and other financial tools is a plus.

CoWorx is an equal opportunity employer dedicated to fostering a diverse and inclusive team. We believe that a varied workforce enhances our business outcomes and contributes to a brighter future for our internal teams, Field Talent, customers, and communities. We are committed to considering all qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, age, national origin, or veteran status, and we do not discriminate based on disability. If you are a person with a disability and require assistance during the recruitment process, please reach out to us.