Job Description

Job Description

Job Description

We are seeking a highly organized and proactive Executive Assistant to support our leadership team and ensure smooth day-to-day operations. This role is ideal for a detail-oriented professional who thrives in a fast-paced environment and is passionate about supporting a mission-driven financial firm.

Key Responsibilities

• Provide high-level administrative support to firm leadership, including calendar management, meeting coordination, and document preparation.
• Serve as a primary point of contact for clients, vendors, and internal staff while maintaining a professional and welcoming demeanor.
• Assist with client onboarding, tax document collection, and bookkeeping data organization.
• Prepare, review, and edit reports, presentations, and client communications with precision and attention to detail.
• Coordinate client meetings, manage follow-up communications, and ensure timely completion of deliverables.
• Support tax preparation processes by organizing documentation, tracking deadlines, and coordinating with CPAs and accounting staff.
• Assist with bookkeeping tasks, including data entry, expense tracking, and account reconciliation in QuickBooks or other accounting software.
• Manage travel arrangements, events, and logistics for internal and client functions.
• Handle confidential financial and client information with discretion and professionalism.
• Help identify and implement process improvements to enhance efficiency and client experience.

Qualifications

• Two-year degree in business or related field required.
• Experience in financial services, accounting, or tax preparation strongly desired.
• 3+ years of experience as an Executive Assistant, Office Manager, or similar administrative role.
• Working knowledge of bookkeeping and tax preparation procedures.
• Exceptional organizational skills with strong attention to detail and accuracy.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Outlook, Excel, Word, PowerPoint) and familiarity with accounting/CRM systems (e.g., QuickBooks, Redtail, Salesforce, or similar).
• Ability to manage multiple priorities and maintain composure under deadlines.
• Professionalism, discretion, and commitment to confidentiality.

Why Join Us

• Collaborative, client-centered environment with opportunities for professional growth.
• Exposure to multiple areas of finance — planning, tax, and accounting.
• A stable, respected firm with over four decades of business experience and a reputation for excellence and integrity.

Robert Phillips & Associates, Inc. is a growing, client-focused financial services firm specializing in financial planning, tax preparation, and bookkeeping services. With over 40 years of business experience, we pride ourselves on integrity, professionalism, and delivering comprehensive, personalized solutions that help our clients achieve financial confidence and long-term success.

Company Description

Robert Phillips & Associates, Inc. is a growing, client-focused financial services firm specializing in financial planning, tax preparation, and bookkeeping services. With over 40 years of business experience, we pride ourselves on integrity, professionalism, and delivering comprehensive, personalized solutions that help our clients achieve financial confidence and long-term success.

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