POSITION OVERVIEW
Louis T. Roth & Co., PLLC is a well-established, full-service CPA firm based in Louisville, Kentucky, serving clients across a broad range of industries with accounting, tax, and advisory services. With a team of 60+ professionals, we are built on decades of expertise, trust, and a commitment to excellence.
We are seeking a polished, highly capable Executive Assistant / Office Manager to serve as the administrative backbone connecting our Partner group to the day-to-day operations of the firm. This is not a role providing personal, day-to-day assistance to individual partners — instead, you will make sure firm-wide administrative reporting is accurate and current, that staffing needs are properly tracked, and that the firm's calendar of activities and due date lists stay up to date so partners always have the reporting they need to stay ahead of deadlines. You will also sit in on most firm committees to take notes and prepare minutes for the Partner group, track follow-up items through to execution, and serve as the firm's point of contact to make sure our property owner follows through on facility maintenance and needs. The ideal candidate operates in a trusted, quasi-executive-support capacity for the Partner group as a whole, while also supervising administrative staff and personally handling everyday office tasks, especially during our demanding tax seasons.
KEY RESPONSIBILITIES
Administrative Reporting & Firm Calendar Management
- Maintain the firm-wide calendar of activities, ensuring it stays current and accurately reflects firm commitments and deadlines
- Track and maintain due date lists and reporting so partners have the information they need to stay ahead of deadlines
- Prepare and distribute administrative reporting related to staffing levels and coverage across the firm
- Provide regular status updates to the Executive Committee on office operations and outstanding items
Committee Coordination & Follow-Up Tracking
- Sit in on most firm committees, taking accurate notes and preparing minutes for distribution to the Partner group
- Serve as recording secretary for the Executive Committee and other partner-level meetings
- Track action items and follow-up commitments from committee meetings through to execution
- Flag outstanding or overdue items to the appropriate partner or committee
Team Supervision & Office Leadership
- Supervise and coordinate the daily work of administrative, clerical, and support staff
- Serve as the go-to resource for staff on office procedures and day-to-day logistics
- Step in personally to handle day-to-day and clerical tasks as needed, particularly during high-volume periods — no task is beneath this role when the firm needs it done
Facilities & Vendor Management
- Serve as the firm's point of contact with the property owner/landlord, making sure maintenance requests and facility needs are followed through on
- Coordinate building maintenance, repair requests, and safety or environmental issue resolution with vendors and contractors
- Oversee office supply inventory, equipment maintenance, and space planning
Office & Administrative Operations
- Oversee day-to-day office operations to keep the firm running smoothly and efficiently
- Maintain office procedures, contact databases, and confidential business and client records
HR & Onboarding Coordination
- Coordinate new hire onboarding from offer acceptance through orientation
- Manage seasonal intern and clerical hiring: recruitment coordination, scheduling, and day-to-day supervision
- Screen resumes, assist with interview scheduling, and handle candidate communications
- Maintain the Personnel Handbook, employee benefit tracking, and HR records
Process & Reporting Support
- Prepare reports, statistical analyses, and presentation materials for leadership
- Recommend and help implement improvements to office workflows and administrative systems as opportunities arise
Pay: $70,000.00 - $80,000.00 per year
Benefits:
- 401(k)
- Dental insurance
- Flexible spending account
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Professional development assistance
- Retirement plan
- Vision insurance
Work Location: In person
