Executive Assistant to the Tax Department Lead
Overview
The Executive Assistant will provide high-level support to the Head of the Tax Department, ensuring smooth operations, organized communication, and proactive coordination across the department. This role blends administrative support, light operational oversight, and hands-on help with scheduling, follow-ups, and departmental organization. The ideal candidate is dependable, organized, pleasant to work with, and comfortable managing both professional and personal scheduling needs.
Key Responsibilities
Executive Support
- Manage the department lead’s work and personal calendars, ensuring proactive scheduling and prioritization.
- Review incoming emails, flag priorities, and create organized to-do lists.
- Keep the department lead on track with reminders, call lists, and follow-ups.
- Help ensure timely responses to internal and external communications.
- Maintain the department lead’s personal tracking tools (including HubSpot) with accurate, up-to-date information.
- Serve as a responsive point of contact on behalf of the department lead.
Department Coordination
- Monitor department metrics, reporting, and hours, identify anomalies or issues that stand out, and ensure they are addressed promptly.
- Assist in light work-allocation conversations by keeping track of who is overloaded or available.
- Support billing and AR follow-up for the department lead (not collections).
- Ensure proposals, engagement letters, and job value documentation are prepared and completed on time.
Meetings & Logistics
- Ensure all meetings are properly scheduled and prepared for – including agendas, materials, conference rooms, technology, and food when needed.
- Send calendar invites, manage RSVPs, and coordinate logistics.
- Prepare summaries and track follow-up items after meetings.
- Be available during key times to handle follow-ups and keep momentum moving.
Executive Assistant to the Tax Department Lead
Documents & Administrative Support
- Draft and format proposals, engagement letters, emails, and other documents.
- Maintain organized digital files, templates, and department resources.
- Support light data tracking or reporting as needed.
Technology & Systems
- Use Outlook, Excel, Teams, and other firm tools comfortably.
- Open to learning new systems and processes as needed.
- Coordinate with IT when technology support is required.
Skills & Attributes
- Highly organized, reliable, and able to manage multiple priorities.
- Proactive – anticipates needs and stays ahead of deadlines.
- Warm, pleasant, and professional in communication.
- Comfortable with technology and willing to learn new tools.
- Strong follow-through; ensures nothing falls through the cracks.
- Discreet and able to handle sensitive information.
- Calm under pressure and adaptable to shifting priorities.
Experience
- 2–4 years supporting a senior leader, partner, or executive.
- Experience with scheduling, email management, and administrative coordination.
- Comfortable with Microsoft Office (especially Outlook and Excel).
- Experience preparing client-facing documents is a plus.
- Familiarity with CRM tools (like HubSpot) is helpful but not required.