Executive Assistant & Business Development Coordinator

Job Description

Job Description

About the company :

• We are a tax and accounting firm that just branched off into a new company to focus our services into providing more well rounded tax planning that includes more than just inputting numbers. We focus on client relationships first. Our team works together to make sure we have a wide range of ideas and knowledge brought to each project that we work on.
• Our three partners bring 30+ years of experience and our entire leadership team puts emphasis on training each person to be able to tackle a project on their own and be able to grow within the firm and as an individual.
• Our work week varies throughout the year as hours during tax busy season go into overtime while, in the slow season, we move to a four day work week. The entire team steps up to make sure the workload is balanced for each person and that help is available at any time.

We are looking for someone to not just work our front desk and be our first line of contact with clients, but for someone who can work directly with our managing partner to help grow the firm, organize emails and meetings, and manage our office. The ideal candidate for this role has relevant experience in this field and preferred experience with accounting firms.

Primary Responsibilities :

Appointment Scheduling

1. • Schedule and confirm client appointments, ensuring efficient use of staff calendars.
   • Send appointment reminders via email or phone to reduce no-shows.
   • Coordinate rescheduling requests and update the calendar accordingly.

Mail Management

1. • Prepare, sort, and send outgoing mail, including client correspondence, invoices, and packages.
   • Distribute incoming mail to the appropriate team members.
   • Ensure proper handling of confidential or time-sensitive materials.

Office Organization and Supplies

1. • Maintain an organized and efficient office environment.
   • Monitor office supplies and place orders to ensure necessary items are stocked.
   • Coordinate with vendors and service providers for office maintenance and needs.

Social Media Management

1. • Create, curate, and schedule engaging content across all social media platforms to enhance the firm's visibility and engagement.
   • Monitor social media accounts, respond to inquiries, and interact with followers to foster relationships.
   • Analyze performance metrics and adjust strategies to improve reach and engagement.

Develop Relationships with Centers of Influence (COI)

1. • Identify and research potential COIs (e.g., attorneys, financial advisors, bankers).
   • Schedule and coordinate meetings with COIs to explore mutual business opportunities.
   • Maintain regular communication with COIs to nurture professional relationships.

Client Engagement and Onboarding

1. • Draft and send engagement letters to prospective clients promptly.
   • Oversee the onboarding process for new clients, ensuring a smooth and professional experience.
   • Collaborate with internal teams to gather necessary documents and information for new clients.

Administrative and Support Tasks

1. • Maintain accurate records of all business development activities and client interactions in the firm's CRM system.
   • Assist with preparing marketing materials, presentations, and proposals as needed.
   • Provide updates and reports to management on business development progress.
   • Assist with preparing documents, reports, and other materials as needed.
   • Support other administrative tasks as directed by management.

Expectations

• Professionalism & Client Focus : Represent the firm with integrity and professionalism in all interactions. Prioritize creating a positive and welcoming experience for clients
• Attention to Detail : Ensure accuracy in all communications, scheduling, and recordkeeping.
• Proactivity & Accountability : Take initiative in identifying opportunities for business growth and process improvements. Take ownership of assigned responsibilities and ensure tasks are completed without requiring constant follow-up.
• Collaboration & Communication : Work closely with other team members to align business development activities with the firm’s goals. Maintain clear, timely, and professional communication with partners, employees, and clients.