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.
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.
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.
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.
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.
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.
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.
Full-time.
Additional hours may be required during peak tax season.
Benefits
We offer benefits including health insurance, 401K, paid holidays and PTO!
Smoker & Company has built an outstanding reputation for providing the highest standards of quality service to our clients. Credit for this goes to every one of our valued team members. The firm provides a challenging, growth-oriented, and rewarding environment. We plan for the future of our small business clients by offering innovative accounting and tax planning strategies. We can help you save money on taxes, prevent costly mistakes, and streamline your accounting processes. You'll feel confident knowing that a professional is overseeing the financial side of your business while you focus on running the day-to-day operations.
Client satisfaction is our highest priority. We guarantee that our services will exceed your expectations.
We offer Comprehensive Business Services designed to meet all of your business needs. Our areas of expertise include: Business & Individual Tax Preparation, Financial Statements & Tax Planning Services, Complete Payroll Services, Onsite Bookkeeping, & QuickBooks Training.
The Smoker Family of Companies includes:
-Smoker Gard Associates, LLP (Law Firm)
-OneSource Business Solutions, LLC (Business Coaching & Consulting, Business Brokerage, Succession Planning)
-Keystone Credit Services, LLC (Business & Individual Debt Collection Services)
-Smoker Property Management, LLC (Full-Service Property Management Services)
-Smoker Wealth Management, LLC (Independent Financial Advisory Firm)
