Overview:
We are seeking a highly organized, proactive, and technology-savvy Tax Accounting Executive Assistant / Carbon CRM Specialist to support the day-to-day operations of a growing accounting and tax planning firm. This role will focus on Carbon CRM implementation, workflow management, client onboarding, task coordination, automation, and executive administrative support. The ideal candidate will have an accounting or tax background combined with strong CRM and automation skills. The successful candidate will help ensure that client information, tasks, deadlines, workflows, and communications are properly organized and followed through without requiring constant oversight from the firm’s leadership.
Key Responsibilities:
Carbon CRM Management & Implementation
- Assist with the implementation and ongoing management of Carbon CRM.
- Create and maintain accurate client profiles within Carbon.
- Configure client workflows, tasks, assignments, deadlines, and recurring processes.
- Organize and maintain client information and documentation.
- Monitor CRM activity and ensure workflows are being followed consistently.
- Identify opportunities to improve processes and increase Carbon’s utilization.
- Assist with integrating Carbon with other business software and systems.
- Troubleshoot workflow and CRM-related issues and coordinate solutions when needed.
AI Automation & Workflow Optimization
- Identify repetitive manual processes that can be automated.
- Build and maintain AI-powered automations and workflows within Carbon and connected platforms.
- Improve task routing, reminders, follow-ups, and internal notifications.
- Recommend technology solutions that improve efficiency and accountability.
- Continuously evaluate existing workflows and suggest improvements.
Tax & Accounting Workflow Support
- Support the firm’s client onboarding process.
- Help organize new client information and ensure required information is collected.
- Coordinate with employees to assign and track client-related tasks.
- Monitor task completion and follow up on approaching or overdue deadlines.
- Help ensure tax-related workflows move efficiently from one stage to another.
- Coordinate internally to ensure the appropriate team members are handling assigned tasks.
- Maintain organized records and documentation.
- Support administrative processes related to tax planning and accounting operations.
Note: This role is primarily focused on workflow, CRM, and operational support and is not intended to independently prepare or file tax returns.
Executive & Administrative Support
- Manage and organize email communications.
- Assist with calendar management and scheduling.
- Coordinate meetings and internal follow-ups.
- Manage invoicing and related administrative tasks through Anchor.
- Track outstanding tasks and commitments.
- Prepare basic reports, updates, and status summaries.
- Handle confidential business and client information appropriately.
- Provide proactive support to leadership and employees.
Required Qualifications:
- Previous experience in accounting, bookkeeping, tax, or CPA firm operations.
- Hands-on experience with Carbon CRM is highly preferred.
- Strong understanding of CRM systems and workflow management.
- Experience with automation and AI tools.
- Strong administrative and executive assistant skills.
- Excellent organizational and time-management abilities.
- Strong written and verbal English communication skills.
- Ability to manage multiple priorities and deadlines.
- Strong attention to detail and accuracy.
- Ability to work independently with minimal supervision.
- Strong problem-solving and critical-thinking skills.
Schedule:
- Full-Time (40 hours per week)
- Monday–Friday, 9:00 AM–5:00 PM
