Duties/Responsibilities:
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Proactively communicate with clients to gather necessary tax information and update and maintain client information.
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Download and organize client data, including statements, K1s, and emails.
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Cross-train in assembling and processing tax returns.
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Ensure project updates are accurately recorded, reflecting changes for subsequent years.
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Act as a reliable backup for other executive coordinators during absences and high workload periods.
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Draft non-technical letters to IRS or state taxing authorities.
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Assist with Power of Attorney (POA) and client correspondence.
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Assist in preparing and processing tax return extension requests according to established protocols.
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Collaborate on the preparation of presentations.
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Organize and coordinate scheduling activities for the department, balancing workloads among staff members.
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Monitor project completion, ensuring efficient capacity utilization and timely project delivery.
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Proactively manage the partner's calendar, appointments, and meeting schedules.
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Act as the first point of contact, screening and prioritizing incoming calls and emails.
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Utilize scheduling data and client lists to provide staffing capacity insights and recommendations to the department head.
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Oversee tracking of received and completed tax returns.
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Identify and contribute to process improvements for current systems and procedures.
Skills/Abilities:
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Proficiency in learning and utilizing various software programs.
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Strong time management, organizational skills, and adaptability to changing priorities.
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Critical and objective analysis for optimal outcomes.
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High degree of professionalism, confidentiality, and sound decision-making.
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Excellent written, verbal, and listening communication skills.
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Team-player mindset, flexibility, and diplomacy.
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Strategic thinking and detail-oriented execution in high-volume environments.
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Proficient in Microsoft Word, Excel, PowerPoint, Outlook, and Teams.
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Maintains composure under pressure and influences others effectively.
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Dedicated to team success, fostering a collaborative work ethic.
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Self-sufficient and driven.
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Proficient in virtual communication.
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Conduct all Business activities in agreement with Seidel Schroeder core values.
Partner & Leadership Support
- Proactively manage senior leaders’ calendars, meetings, drive time, and daily priorities to protect focus and wellbeing.
- Serve as a frontline liaison, screening and prioritizing calls and emails while monitoring inboxes with organized tagging systems.
- Anticipate needs, own non-technical tasks, and maintain structured daily check-ins with a clear action plan.
- Compose meeting agendas, coordinate follow-ups, and ensure effective communication among all stakeholders.
- Client Experience & Engagement Management
- Proactively communicate with clients to gather tax information, maintain accurate records, and ensure timely follow-through.
- Deliver a positive and professional experience for prospective and existing clients, including coordinating interviews and preparing engagement letters, proposals, and final reports.
- Draft non-technical correspondence to taxing authorities and assist with POAs and extension requests following firm protocols.
- Download, organize, and maintain client documentation including statements, K-1s, and electronic communications.
Tax & Operational Support
- Track receipt and completion of tax returns to ensure accurate project updates and continuity year over year.
- Monitor project progress, record status updates, and support timely delivery and efficient capacity utilization.
- Crosstrain in assembling and processing tax returns; assist with return processing as needed.
- Provide support with billing, retainers, collections, A/P processing, and related administrative functions.
Team Coordination & Capacity Management
- Coordinate department scheduling and balance workloads across staff.
- Utilize scheduling and client data to provide staffing capacity insights and recommendations to the Department Head.
- Conduct one-on-one sessions with staff to support accountability and workflow momentum.
- Coordinate training initiatives and contribute to the preparation of internal and client-facing presentations.
- Identify opportunities for delegation and ensure tasks are assigned and advanced appropriately.
Process Improvement & Collaboration
- Anticipate workflow gaps and contribute to process improvements that enhance efficiency and client service.
- Overcommunicate proactively, ensuring all impacted parties remain informed.
- Serve as a reliable backup to other Executive Coordinators during absences or peak workload periods.
Skills/Abilities:
- Proficiency in learning and utilizing various software programs.
- Strong time management, attention to detail, organizational skills, and adaptability to changing priorities.
- Critical and objective analysis for optimal outcomes.
- High degree of professionalism, confidentiality, and sound decision-making.
- Excellent written, verbal, and listening communication skills.
- Team-player mindset, flexibility, and diplomacy.
- Strategic thinking and detail-oriented execution in high-volume environments.
- Proficient in Microsoft Word, Excel, PowerPoint, Outlook, and Teams.
- Maintains composure under pressure and influences others effectively.
- Dedicated to team success, fostering a collaborative work ethic.
- Self-sufficient and driven.
- Proficient in virtual communication.
- Conduct all Business activities in agreement with Seidel Schroeder core values.
Qualifications:
- Minimum of a High School Diploma, associate or bachelor’s degree preferred.
- Experience working in a professional office is preferred but not required.
- Must be legally authorized to work in the United States of America
- Ability to work overtime during certain seasonal periods.
