Executive Assistant (Tax Expert) - Freelance, Remote
Magic One
Executive Assistant (Tax Expert) - Freelance, Remote
Description\nAbout the Client
A US-based tax, bookkeeping, and financial advisory firm with 20+ years of experience supports individuals and small-to-midsize businesses with multi-state tax needs, reliable bookkeeping, and strategic advisory. They combine proactive planning with clear communication to reduce surprises and deliver peace of mind. Secure technology and a client portal underpin their high-trust, high-compliance approach.
Why does this role exist?
This role exists to ensure timely, accurate handling of high-volume, time-sensitive client communications, particularly around IRS/state tax notices, while maintaining strict data security and confidentiality. The position will streamline call handling, inbox triage, and scheduling, and improve CRM data integrity during a migration from Keap to GoHighLevel. By providing informed first responses and routing, the role frees senior staff to focus on complex tax work and client advisory.
The Impact you’ll makeClient Communications and Tax Notice Triage\nTriage and manage Outlook inboxes; draft clear, compliant email responses; escalate complex issues promptly.\nReview IRS/state letters and draft suggested replies for approval, using correct tax terminology and guidance.\nUse Drake (or similar tax software) to look up client situations and provide informed first responses or route to the correct team member.\nCall Handling and Scheduling\nHandle inbound calls via RingCentral web; qualify or route leads; book client calls/meetings.\nCoordinate with answering services to reduce missed/mishandled calls and ensure seamless handoffs.\nManage calendars in Outlook/Teams; schedule internal/external meetings and maintain an organized cadence.\nCRM and Data Hygiene\nAdd leads, update statuses, and manage tasks/pipelines in Keap; support migration and adoption of GoHighLevel.\nMaintain data quality, standardize fields/pipelines, and ensure information completeness and accuracy.\nDocument simple workflows and SOPs to reduce friction and improve consistency.\nFile and Knowledge Management\nMaintain shared file organization in OneDrive/Google Drive with logical naming and access controls.\nKeep process documentation up to date; leverage Copilot/ChatGPT responsibly for draft content and checklists.\nCompliance, Security, and Professionalism\nSafeguard client confidentiality and follow firm policies on data access, storage, and communication.\nEscalate complex tax issues appropriately; ensure responses and actions align with compliance standards.\n
Skills, Knowledge and ExpertiseRequired:\n2+ years of US tax-industry experience handling IRS/state notices and related client communications.\nWorking knowledge of IRS individual income tax forms (1040 series) and common tax terminology.\nProficiency with Drake or comparable tax software for client lookups and status checks.\nStrong English communication (written and verbal) with proven client-facing experience.\nHands-on experience with Outlook, Teams, OneDrive/Google Drive, RingCentral, and a CRM (Keap and/or GoHighLevel).\nAbility to work Monday–Friday, 9:00 am–5:00 pm Eastern Time (40 hours/week).\nWFH Set-Up:\nComputer with at least 8GB RAM, an Intel i5 core processor/AMD Ryzen 5 Processor and up.\nInternet speed of at least 40MBPS\nHeadset with an extended mic that has noise cancellation and a webcam\nBack-up computer and internet connection\nQuiet, dedicated workspace at home\n\n\nYour Superpowers:\nTechnical: Outlook/Teams power user; RingCentral call handling; Drake or similar tax software; CRM workflows (Keap, GoHighLevel); data hygiene; file organization in OneDrive/Google Drive; responsible use of Copilot/ChatGPT.\nSoft skills: Customer-centric, detail-obsessed, clear writer, calm under time pressure, excellent judgment on when/how to escalate, process-oriented and proactive.\nYou should apply if… \nYou’re energized by helping clients quickly and accurately, especially with time-sensitive tax notices.\nYou thrive in structured, process-driven environments and take pride in clean data and organized systems.\nYou’re resourceful, technology-friendly, and know when to draft a response versus escalate for deeper review.\nYou value confidentiality, handle sensitive information with care, and collaborate well via MS Teams.\n\nWhat to expect...
\nWork Setup:\nRemote position\nMust have a reliable internet connection and a quiet workspace\nRequired to provide own computer with Intel Core i5 or something similar or higher operating system\nWorking Hours:\n40 hours per week\nMonday - Friday: 9:00 am - 5:00 pm (Eastern Time)\nCompensation:\n$6 per hour\nNo benefits package included\n
Benefits
Department: Support & Leadership
Employment Type: Full Time
Location: Global+
Reporting To: Client via Magic
Compensation: $6.00 / hour
Description\nAbout the Client
A US-based tax, bookkeeping, and financial advisory firm with 20+ years of experience supports individuals and small-to-midsize businesses with multi-state tax needs, reliable bookkeeping, and strategic advisory. They combine proactive planning with clear communication to reduce surprises and deliver peace of mind. Secure technology and a client portal underpin their high-trust, high-compliance approach.
Why does this role exist?
This role exists to ensure timely, accurate handling of high-volume, time-sensitive client communications, particularly around IRS/state tax notices, while maintaining strict data security and confidentiality. The position will streamline call handling, inbox triage, and scheduling, and improve CRM data integrity during a migration from Keap to GoHighLevel. By providing informed first responses and routing, the role frees senior staff to focus on complex tax work and client advisory.
The Impact you’ll makeClient Communications and Tax Notice Triage\nTriage and manage Outlook inboxes; draft clear, compliant email responses; escalate complex issues promptly.\nReview IRS/state letters and draft suggested replies for approval, using correct tax terminology and guidance.\nUse Drake (or similar tax software) to look up client situations and provide informed first responses or route to the correct team member.\nCall Handling and Scheduling\nHandle inbound calls via RingCentral web; qualify or route leads; book client calls/meetings.\nCoordinate with answering services to reduce missed/mishandled calls and ensure seamless handoffs.\nManage calendars in Outlook/Teams; schedule internal/external meetings and maintain an organized cadence.\nCRM and Data Hygiene\nAdd leads, update statuses, and manage tasks/pipelines in Keap; support migration and adoption of GoHighLevel.\nMaintain data quality, standardize fields/pipelines, and ensure information completeness and accuracy.\nDocument simple workflows and SOPs to reduce friction and improve consistency.\nFile and Knowledge Management\nMaintain shared file organization in OneDrive/Google Drive with logical naming and access controls.\nKeep process documentation up to date; leverage Copilot/ChatGPT responsibly for draft content and checklists.\nCompliance, Security, and Professionalism\nSafeguard client confidentiality and follow firm policies on data access, storage, and communication.\nEscalate complex tax issues appropriately; ensure responses and actions align with compliance standards.\n
Skills, Knowledge and ExpertiseRequired:\n2+ years of US tax-industry experience handling IRS/state notices and related client communications.\nWorking knowledge of IRS individual income tax forms (1040 series) and common tax terminology.\nProficiency with Drake or comparable tax software for client lookups and status checks.\nStrong English communication (written and verbal) with proven client-facing experience.\nHands-on experience with Outlook, Teams, OneDrive/Google Drive, RingCentral, and a CRM (Keap and/or GoHighLevel).\nAbility to work Monday–Friday, 9:00 am–5:00 pm Eastern Time (40 hours/week).\nWFH Set-Up:\nComputer with at least 8GB RAM, an Intel i5 core processor/AMD Ryzen 5 Processor and up.\nInternet speed of at least 40MBPS\nHeadset with an extended mic that has noise cancellation and a webcam\nBack-up computer and internet connection\nQuiet, dedicated workspace at home\n\n\nYour Superpowers:\nTechnical: Outlook/Teams power user; RingCentral call handling; Drake or similar tax software; CRM workflows (Keap, GoHighLevel); data hygiene; file organization in OneDrive/Google Drive; responsible use of Copilot/ChatGPT.\nSoft skills: Customer-centric, detail-obsessed, clear writer, calm under time pressure, excellent judgment on when/how to escalate, process-oriented and proactive.\nYou should apply if… \nYou’re energized by helping clients quickly and accurately, especially with time-sensitive tax notices.\nYou thrive in structured, process-driven environments and take pride in clean data and organized systems.\nYou’re resourceful, technology-friendly, and know when to draft a response versus escalate for deeper review.\nYou value confidentiality, handle sensitive information with care, and collaborate well via MS Teams.\n\nWhat to expect...
\nWork Setup:\nRemote position\nMust have a reliable internet connection and a quiet workspace\nRequired to provide own computer with Intel Core i5 or something similar or higher operating system\nWorking Hours:\n40 hours per week\nMonday - Friday: 9:00 am - 5:00 pm (Eastern Time)\nCompensation:\n$6 per hour\nNo benefits package included\n
Benefits
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