Administrative Assistant

Anticipated Hiring Range: $20–$35/hour

Classification: Year Round Part-Time (Approx. 20 hours/week; increased hours February–April)

Reports To: Director of Operations

Location: Loveland, Colorado (Hybrid opportunity after onboarding)

Position Summary

We are seeking a detail-oriented Administrative Assistant to support our tax and client service operations, particularly during tax season. This role plays a key part in organizing workflows, managing client information, and ensuring a smooth and efficient experience for both clients and our internal team.

This is a great opportunity for someone with basic tax experience who enjoys organization, client interaction, and working behind the scenes to keep processes running effectively. There is opportunity to expand into a larger role over time.

Experience, Knowledge and Skills

Minimum Requirements

• Experience supporting or preparing individual tax returns (1040s)
• Strong attention to detail and ability to manage deadlines
• Organized and process-driven with strong follow-through
• Based in Colorado

Preferred Skills

• Experience working in a tax, accounting, or financial services environment
• Familiarity with CRM systems, tax software, or client portals
• Experience organizing client documents and managing workflows
• Exposure to multiple tax returns or tax seasons
• Comfortable supporting tax preparation work for review (not required to prepare independently)

Essential Functions and Job Duties

Tax Operations & Support (Primary Focus During Tax Season)

• Manage tax client onboarding and ensure all required information is collected
• Oversee document collection through the client portal
• Follow up with clients on missing documents and provide guidance on required materials
• Review incoming documents for completeness and accuracy
• Monitor project status alerts in the client portal and keep the team informed
• Assist with preparation of individual tax returns (1040s) and related documentation
• Support extensions, estimated payments, and state filings
• Handle e-file workflows, including Form 8879 routing and confirmations
• Prepare and assist with client-facing tax letters and communications
• Ensure returns stay within the scope of service and are completed on time
• Assist with quarterly estimated tax payments and tracking payment status
• Extract and organize 1099 and DAF data for CPA input
• Manage tax notices and assist with resolution workflows (including Protection Plus claims)

Wealth Client Service & Account Support

• Assist with client service requests and account maintenance: Address updates, Contact information updates, Account linking/delinking
• Support onboarding and upfront client engagement processes
• Assist with recurring CRM maintenance
• Help manage and maintain accurate client data across systems

Insurance & Additional Support

• Prepare insurance quotes and illustrations
• Manage applications through underwriting to in-force status
• Coordinate communication between clients, carriers, and advisors

Client Experience & Communication

• Schedule and conduct welcome calls for new tax clients
• Provide timely and professional communication with clients
• Ensure a smooth and organized client experience across all touchpoints

What Success Looks Like

• Organized, timely, and accurate handling of tax workflows during peak season
• Proactive follow-up with clients—nothing falls through the cracks
• Clean, well-maintained systems and client data across platforms
• High-quality client experience across both tax and wealth interactions
• Strong internal communication and coordination with the team
• Team-oriented with a strong client-first mindset

Additional Context

• Hours could increase during tax season (February–April)
• Cross-functional role supporting both tax and wealth teams
• Opportunity to grow into expanded operational or client service roles