Executive Coordinator, Tax

Overview

Description

**Duties/Responsibilities:**

• Proactively communicate with clients to gather necessary tax information and update and maintain client information.
• Download and organize client data, including statements, K1s, and emails.
• Cross-train in assembling and processing tax returns.
• Ensure project updates are accurately recorded, reflecting changes for subsequent years.
• Act as a reliable backup for other executive coordinators during absences and high workload periods.
• Draft non-technical letters to IRS or state taxing authorities.
• Assist with Power of Attorney (POA) and client correspondence.
• Assist in preparing and processing tax return extension requests according to established protocols.
• Collaborate on the preparation of presentations.
• Organize and coordinate scheduling activities for the department, balancing workloads among staff members.
• Monitor project completion, ensuring efficient capacity utilization and timely project delivery.
• Proactively manage the partner's calendar, appointments, and meeting schedules.
• Act as the first point of contact, screening and prioritizing incoming calls and emails.
• Utilize scheduling data and client lists to provide staffing capacity insights and recommendations to the department head.
• Oversee tracking of received and completed tax returns.
• Identify and contribute to process improvements for current systems and procedures.

**Skills/Abilities:**

• Proficiency in learning and utilizing various software programs.
• Strong time management, 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.

Requirements

**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.