Executive Assistant to COO

Job Description

Job Description

Overview
Incite Tax is looking for an Executive Assistant to work directly with the COO as a trusted partner and right-hand operator. This is not a task-execution role. It is a judgment role. The person in this seat runs alongside a fast-moving executive and makes sure nothing slips, nothing is forgotten, and nothing requires the COO's attention that did not need to get there.

The ideal candidate is one step ahead at all times. They do not wait to be told what to do. They figure it out. They bring recommendations, not questions. When the COO makes a request, they move immediately with speed and accuracy. Not one or the other. Both. They own their domain completely and hand the COO only the decisions that genuinely require him. If you thrive on structure, ownership, urgency, and getting things done without a playbook being handed to you, keep reading.

Ryan is direct, fast-moving, and genuinely enjoys working alongside people who bring energy and personality to the room. This is not a buttoned-up corporate environment. If you can be sharp, fun, and relentlessly on top of your game at the same time, you are going to love this seat.

 

About Incite Tax 
At Incite Tax, we’re not afraid to say it, the IRS sucks! They take too much of people’s hard-earned money, and we’re here to help stop that. We work with small business owners to understand their numbers, make smarter decisions, and keep more of what they earn.

We built our company on one simple belief: you shouldn’t have to choose between a successful career and a real life. With flexible schedules, honest communication, and a culture that supports work-life balance, you can grow your career while still having time for family, hobbies, and sanity.

 

Responsibilities / What You’ll Do

• Project Management & Follow-Through:  Own tracking and follow-up on the COO's active initiatives. Manage moving parts, deadlines, and action items across multiple workstreams simultaneously — ensuring nothing falls through the cracks.
• Anticipatory and Proactive Support:  Identify what the COO needs before he asks, whether that is information, logistics, or a decision that needs to be made. When a request comes in, it is treated with urgency. You move fast, you move accurately, and you close the loop. When you bring a question, you bring a recommended answer with it. This role does not route problems upward. It solves them and reports back. 
• Executive Calendar Management:  Manage the COO’s schedule with high judgment; strategically balancing meetings, deep-work buffers, and shifting business priorities.
• Email and Communication Management:  Own the inbox. Triage incoming messages, draft and send responses on the COO's behalf, and surface only what genuinely requires his attention. This is a central and high-priority function of the role. You must be able to write in the executive's voice across internal and external communications, not just monitor or flag messages. 
• Strategic Gatekeeping:  Act as the primary filter for the COO’s time and attention; evaluate requests, set firm boundaries, and redirect inquiries to the appropriate leads.
• Stakeholder Coordination:  Serve as a central hub for internal teams, leadership, and external partners to drive clarity, alignment, and follow-through on key initiatives.
• Admin Team Oversight:  May include oversight and direction of junior administrative staff. Where applicable, set expectations, follow up on deliverables, and escalate only what genuinely requires leadership involvement.
• Vendor and Operational Support:  May own first-pass vendor communications, coordination, and relationship management across a range of operational and business needs. Comfortable managing multiple vendor relationships simultaneously and moving things forward without being pushed.
• Personal Executive Support:  Provide support on personal logistics and lifestyle coordination as needed. This may include personal appointments, vendor coordination for personal projects, and other executive lifestyle support. Discretion and confidentiality are non-negotiable in this area.
• Administrative Excellence: Maintain internal workflows, documentation, and post-meeting execution at a high standard. Own follow-up from leadership meetings and make sure decisions made in the room get executed outside of it.
• Process Optimization and Role Documentation: Continuously identify and implement systems that improve executive efficiency and organizational effectiveness. Equally important: document your own role and processes as you build them. The playbook for this role should exist in writing, built by you, and not live only in your head.

Who We’re Looking For / Qualifications

• C-Suite Support Experience:   Minimum 5 years supporting a COO or C-level leader in a high-accountability, high-pace environment. Discretion and sound judgment are non-negotiable. Experience in a professional services or operationally complex environment is a strong plus.
• Demonstrated Inbox Mastery:  Extensive experience owning and managing an executive inbox. You must be comfortable prioritizing, drafting, and sending responses on the executive's behalf, not simply monitoring or flagging messages.
• Voice-Level Communication: Strong written and verbal communication skills, with the ability to draft in the executive's voice across a wide range of internal and external communications. Partners, vendors, and internal teams should not be able to tell where the COO ends and the EA begins.
• Recommendation-First Mindset: You answer 80 percent of your own questions before they reach the executive. The other 20 percent you bring with a proposed solution already attached. You do not route problems upward. You solve them.
• Operates with Urgency and Accuracy:  When the executive makes a request, you move. Immediately. Speed is not enough without accuracy, and accuracy is not enough without speed. You have a proven track record of delivering under time pressure without sacrificing quality or details. If your default speed is measured, this is not the right seat.
• Business-Minded and Operationally Aware:  You understand how time management and execution connect directly to business outcomes. You think about the downstream impact of your decisions before you make them.
• High-Stakes Reliability and Authorization Judgment:  Calm and steady under pressure. Handles urgent, ambiguous, and confidential situations with total integrity. You have a clear and consistent sense of what you own independently versus what requires explicit approval from the executive. That line does not move without a conversation.
• Organizational Excellence and Project Management:  Highly detail-oriented with the ability to manage competing priorities across multiple workstreams simultaneously. Proactively surfaces blockers before they become problems. PMP, Lean Six Sigma Green Belt, or equivalent credentials are a plus.
• Adaptive Relationship Management:  Skillful at building rapport quickly across leadership, staff, and external partners. Moves issues forward efficiently without needing the executive to smooth the path.
• Continuous Improvement:  Strong process-oriented mindset with a natural inclination to identify inefficiencies and build repeatable systems. You leave every process better than you found it and you document it so the next person can replicate it.
• Culture Fit:  You are a team player who appreciates a lighthearted, high-performing culture. Dad jokes are welcome. So is directness, ownership, and a genuine sense of humor about the chaos that comes with supporting a fast-moving executive. If you need everything to be perfectly defined before you can move, this is not the right seat.

 

Benefits

• Comprehensive health insurance
• 401K  with employer match
• Paid Time Off (PTO)
• 14  paid holidays (including Christmas Eve through New Year’s Day)
• Opportunities for  professional development and career growth
• Casual dress code (jeans and t-shirts encouraged)
• Supportive culture that values  work-life harmony and employee well-being

Why Join Incite Tax?

At Incite Tax, you won’t just clock in for a job, you’ll build a career with people who actually care about your growth, balance, and well-being.

• Balance:  Reasonable hours year-round (yes, even during tax season
• Growth:  A clear, accelerated path to leadership and ownership
• Culture:  A positive, collaborative team that values people as much as performance

 

Our Application Process

If you’re ready to grow your career with a firm that respects both your expertise and your time, we’d love to hear from you. Apply today to learn more about the role and our team!

Here’s what our hiring process looks like:

• Online Application
• Skills and Competency Assessment
• Initial Google Meet Interview
• In-Person Team Fit Interview
• Shadow and lunch with the team