Executive Assistant
Reports To: Founder & CEO
Employment: Full-Time
Working Hours: 9am to 5pm ET
Function: Executive Support / Administration / Coordination
About the Role
Taxceed is growing, and our founder has become the central processing unit for too much information. Emails, follow-ups, documentation, open items, and operational coordination all flow through one person before work moves forward. As a result, time that should be spent serving clients, building relationships, creating content, and growing the business is instead spent organizing, coordinating, and following up. This role exists to solve that problem. As Executive Assistant, your mission is to create organizational control across the business. You will own the systems that keep information organized, work moving, and commitments fulfilled so the founder can focus on decisions rather than administration. You become the operational extension of the founder, protecting attention, maintaining accountability, organizing knowledge, and making sure nothing important falls through the cracks. This is an ownership role. You do not simply complete assigned tasks. You build systems, close loops, and proactively solve coordination problems before they require leadership attention.
The Three Systems You'll Own
1. Communication System: You own the flow of communication around the founder, inbox management, email drafting, prioritization, follow-up tracking, calendar coordination, and a daily executive briefing. The goal: the founder spends as little time as possible processing communication while never missing something important.
2. Execution System: You own visibility into work, Karbon maintenance, open-item tracking, following up with staff, identifying blockers, and escalating only judgment calls. You are not managing people. You are managing execution.
3. Knowledge System: You own organizational clarity, SOP and process documentation, folder organization, templates, and the internal knowledge base. The team should never wonder where something goes or how something is done.
Client Coordination
You will support client work by ensuring administrative work is completed before technical professionals become involved. In practice, this includes:
● Tracking engagement letters and confirming client system access, bank portals, QuickBooks Online, IRS and state portals, payroll platforms
● Sending document and information requests, and following up on outstanding items without being prompted
● Receiving, organizing, and naming client documents per Taxceed's file conventions
● Logging tax notices and flagging deadlines immediately
● Maintaining engagement status and a missing-items log, and escalating chronic gaps
● Confirming files are complete before releasing them to technical staff. You are not responsible for performing accounting, tax, or financial analysis.
Your responsibility is making sure technical professionals receive organized, complete, ready-to-work files.
Executive Operations
You will serve as the founder's operational partner.
Inbox Management
● Monitor the founder's inbox throughout the day
● Organize, prioritize, archive, and categorize incoming communication
● Draft responses for approval; respond independently to routine communication within established guidelines
● Ensure important emails never fall through the cracks
Follow-Through
Maintain a complete view of open decisions, outstanding client requests, internal commitments, waiting-on items, and upcoming deadlines. You should know what is open before the founder asks.
Meeting Preparation
Before every meeting, prepare relevant client history, open issues, outstanding documents, previous conversations, action items, and an agenda.
Documentation & Organizational Systems
One of your primary responsibilities is building and maintaining the systems that keep the firm organized.
● Turning conversations and Loom videos into SOPs
● Keeping documentation organized and current
● Maintaining templates and checklists
● Improving folder structures and the internal knowledge base
● Reviewing documentation for completeness
● Making information easy for the team to find
You enjoy creating order where others see complexity.
Qualifications Required
● Experience in executive support, operations coordination, or a professional-services environment, we weigh ownership and judgment more than years on a résumé
● Demonstrated ability to manage multiple concurrent workstreams, clients, deadlines, and internal items, without losing threads
● Exceptional organizational skills with a strong bias toward follow-through and closure
● Professional written and verbal communication skills, able to represent the founder in client-facing correspondence
● Comfortable operating with incomplete information and a high degree of ambiguity
Preferred
● Background in an accounting, tax, legal, or financial-services firm environment
● Experience supporting a founder, principal, or C-suite executive
● Familiarity with QuickBooks Online, client portals, or practice-management software
● Exposure to Karbon, ClickUp, Asana, Notion, or similar workflow tools
● Experience documenting SOPs or improving processes
This Role Is Not
● A bookkeeper, accountant, or tax preparer, no technical accounting or tax work is performed
● A passive inbox manager or scheduler, this role actively drives work forward across multiple threads
● A role for someone who needs close supervision or defined tasks to produce reliable output
The Type of Person
The right person for this role has a specific operating style. They maintain a mental and physical map of every open thread, across clients, the founder's inbox, and the internal team, and actively work to reduce that list every day without being asked.
How Success Is Measured
● Founder inbox maintained daily; zero important emails missed
● 70%+ of routine emails drafted or handled without founder involvement
● Open-item tracker current at all times; Karbon reflects current project status
● Priority SOPs documented and maintained; team knows where to find documentation
● Technical staff consistently receive complete, organized client files
● Founder saves at least 8–10 hours each week
● Majority of coordination issues resolved before reaching the founder
How we work
● Fully remote
● Core hours 9:00 AM – 5:00 PM Eastern Time
● Regular collabloration with our global team
What we offer
● Direct mentorship from our founder
● Full-time, long-term role with a real path to leadership
● Competitive compensation for your region
● Meaningful responsibility and autonomy
Why Taxceed
Taxceed is a modern accounting, tax, and finance firm built on the belief that clients deserve more than compliance, they deserve a true partner. This role is central to how Taxceed operates. It is the connective layer between clients, the technical team, and the founder. The person who holds it determines how fast work moves, how well clients feel served, and how much bandwidth leadership actually has. It is one of the most high-impact non-technical roles in the firm.
Employment: Full-Time
Working Hours: 9am to 5pm ET
Function: Executive Support / Administration / Coordination
About the Role
Taxceed is growing, and our founder has become the central processing unit for too much information. Emails, follow-ups, documentation, open items, and operational coordination all flow through one person before work moves forward. As a result, time that should be spent serving clients, building relationships, creating content, and growing the business is instead spent organizing, coordinating, and following up. This role exists to solve that problem. As Executive Assistant, your mission is to create organizational control across the business. You will own the systems that keep information organized, work moving, and commitments fulfilled so the founder can focus on decisions rather than administration. You become the operational extension of the founder, protecting attention, maintaining accountability, organizing knowledge, and making sure nothing important falls through the cracks. This is an ownership role. You do not simply complete assigned tasks. You build systems, close loops, and proactively solve coordination problems before they require leadership attention.
The Three Systems You'll Own
1. Communication System: You own the flow of communication around the founder, inbox management, email drafting, prioritization, follow-up tracking, calendar coordination, and a daily executive briefing. The goal: the founder spends as little time as possible processing communication while never missing something important.
2. Execution System: You own visibility into work, Karbon maintenance, open-item tracking, following up with staff, identifying blockers, and escalating only judgment calls. You are not managing people. You are managing execution.
3. Knowledge System: You own organizational clarity, SOP and process documentation, folder organization, templates, and the internal knowledge base. The team should never wonder where something goes or how something is done.
Client Coordination
You will support client work by ensuring administrative work is completed before technical professionals become involved. In practice, this includes:
● Tracking engagement letters and confirming client system access, bank portals, QuickBooks Online, IRS and state portals, payroll platforms
● Sending document and information requests, and following up on outstanding items without being prompted
● Receiving, organizing, and naming client documents per Taxceed's file conventions
● Logging tax notices and flagging deadlines immediately
● Maintaining engagement status and a missing-items log, and escalating chronic gaps
● Confirming files are complete before releasing them to technical staff. You are not responsible for performing accounting, tax, or financial analysis.
Your responsibility is making sure technical professionals receive organized, complete, ready-to-work files.
Executive Operations
You will serve as the founder's operational partner.
Inbox Management
● Monitor the founder's inbox throughout the day
● Organize, prioritize, archive, and categorize incoming communication
● Draft responses for approval; respond independently to routine communication within established guidelines
● Ensure important emails never fall through the cracks
Follow-Through
Maintain a complete view of open decisions, outstanding client requests, internal commitments, waiting-on items, and upcoming deadlines. You should know what is open before the founder asks.
Meeting Preparation
Before every meeting, prepare relevant client history, open issues, outstanding documents, previous conversations, action items, and an agenda.
Documentation & Organizational Systems
One of your primary responsibilities is building and maintaining the systems that keep the firm organized.
● Turning conversations and Loom videos into SOPs
● Keeping documentation organized and current
● Maintaining templates and checklists
● Improving folder structures and the internal knowledge base
● Reviewing documentation for completeness
● Making information easy for the team to find
You enjoy creating order where others see complexity.
Qualifications Required
● Experience in executive support, operations coordination, or a professional-services environment, we weigh ownership and judgment more than years on a résumé
● Demonstrated ability to manage multiple concurrent workstreams, clients, deadlines, and internal items, without losing threads
● Exceptional organizational skills with a strong bias toward follow-through and closure
● Professional written and verbal communication skills, able to represent the founder in client-facing correspondence
● Comfortable operating with incomplete information and a high degree of ambiguity
Preferred
● Background in an accounting, tax, legal, or financial-services firm environment
● Experience supporting a founder, principal, or C-suite executive
● Familiarity with QuickBooks Online, client portals, or practice-management software
● Exposure to Karbon, ClickUp, Asana, Notion, or similar workflow tools
● Experience documenting SOPs or improving processes
This Role Is Not
● A bookkeeper, accountant, or tax preparer, no technical accounting or tax work is performed
● A passive inbox manager or scheduler, this role actively drives work forward across multiple threads
● A role for someone who needs close supervision or defined tasks to produce reliable output
The Type of Person
The right person for this role has a specific operating style. They maintain a mental and physical map of every open thread, across clients, the founder's inbox, and the internal team, and actively work to reduce that list every day without being asked.
How Success Is Measured
● Founder inbox maintained daily; zero important emails missed
● 70%+ of routine emails drafted or handled without founder involvement
● Open-item tracker current at all times; Karbon reflects current project status
● Priority SOPs documented and maintained; team knows where to find documentation
● Technical staff consistently receive complete, organized client files
● Founder saves at least 8–10 hours each week
● Majority of coordination issues resolved before reaching the founder
How we work
● Fully remote
● Core hours 9:00 AM – 5:00 PM Eastern Time
● Regular collabloration with our global team
What we offer
● Direct mentorship from our founder
● Full-time, long-term role with a real path to leadership
● Competitive compensation for your region
● Meaningful responsibility and autonomy
Why Taxceed
Taxceed is a modern accounting, tax, and finance firm built on the belief that clients deserve more than compliance, they deserve a true partner. This role is central to how Taxceed operates. It is the connective layer between clients, the technical team, and the founder. The person who holds it determines how fast work moves, how well clients feel served, and how much bandwidth leadership actually has. It is one of the most high-impact non-technical roles in the firm.