An Executive Assistant provides skilled administrative support for a company executive or professional staff at an organization. Schedules meetings, calls and travel, manages correspondence, handles outside information requests and staff communications; may assist with preparing presentations.
Magnify Advisors LLC is a CPA and advisory firm in Lancaster, Pennsylvania serving business owners through tax planning, accounting, and outsourced CFO services. Our clients run real companies, and they stay with us for a simple reason: we pay attention to their businesses year-round, help them make decisions based on live and accurate numbers, then follow through on what we say we'll do. Most of them have never had an accountant who does all three. The firm is growing deliberately, and this position will help build the operation that growth depends on.
POSITION SUMMARY
The Executive Assistant / Client Operations Asst provides high-level administrative and operational support to the Managing Partner and the firm. This role sits at the center of how the firm runs day to day — both as the first point of contact for clients and in direct support of the Managing Partner. We are looking for someone who is highly engaging, organized, and willing to take initiative. In practice, that means three things: clients feel welcome, heard, and taken care of every time they interact with you. Tasks and emails don't fall through the cracks, because you are the one watching them. And when you see something that could work better, you say so — and then make it happen. This position requires a high degree of independence. The firm is small and growing, the work is varied, and you will be trusted to manage your responsibilities without close direction. Candidates who prefer narrowly defined work with detailed instructions will not enjoy this role. Candidates who want to take ownership of their work and see their ideas put into practice will be given all the tools and support they need to thrive. The role will evolve as the firm grows — contributing to standard procedures, handling data entry when needed, and taking on other administrative duties as assigned. The firm plans to reach a team of ten people over the next several years, and this role can grow with it — toward executive support, client operations, or both, depending on where you take ownership. As a professional role in an accounting firm, it requires discretion with confidential client and firm information daily. This position does not involve tax preparation, staff accountant responsibilities, or technical advice.
KEY RESPONSIBILITIES
Executive Support ♦ Triage the Managing Partner's email daily — prioritize, draft routine responses, and escalate what needs attention ♦ Turn meeting notes into records and tracked action items in the practice management system ♦ Coordinate calendars, scheduling, and client meetings Client Communication ♦ Serve as a warm, professional point of contact for clients ♦ Draft routine client communications and follow up on outstanding items — documents, signatures, scheduling, onboarding steps ♦ Refer technical questions to the appropriate professional Workflow and Operations ♦ Monitor the practice management system for open tasks, upcoming deadlines, and stalled workflows; escalate items at risk of being missed ♦ Keep client records, statuses, and notes accurate and current ♦ Build and maintain templates, checklists, and standard procedures; handle data entry and admin tasks as needed
REQUIRED QUALIFICATIONS
♦ Engaging, professional communication in writing and in person — the kind that makes clients feel welcome and heard, not just answered ♦ A genuine service instinct — you build relationships with clients, not just close out their requests ♦ Strong organization and dependable follow-through — you do your job well and ensure nothing is overlooked ♦ Sound judgment and prioritization — reading a client conversation well, identifying what matters most today, and knowing when to bring something to the Managing Partner ♦ A problem-solver's instinct — when something isn't working, you notice, propose a fix, and carry it out ♦ Comfort learning new software — including AI tools — and working in cloud-based systems throughout the day ♦ Discretion with confidential client and firm information, at all times
PREFERRED QUALIFICATIONS
♦ Experience as an executive assistant, client services coordinator, or office administrator ♦ Experience with CRM, client portal, or practice management systems None of this experience is required, and where you come from matters less than who you are. The right person is engaging, dependable, and self-motivated — someone who takes ownership without being asked and treats clients the way they'd want their own business treated. If that's you, we can teach you the industry, the software, and our systems.
SCHEDULE AND COMPENSATION
This is a hybrid position based in the Lancaster County, Pennsylvania area, at 30-40 hours per week depending on candidate availability. The role currently requires one scheduled in-office day per week, with in-person time expected to increase to as many as three days per week as the firm grows. Candidates should be comfortable with regular, and growing, in-office presence. The hourly rate is $24-$34, with placement in the range based on relevant experience, communication ability, and technology proficiency.
BENEFITS
♦ 2 weeks of vacation, 1 week of sick time accrued per year ♦ 2 weeks of parental leave ♦ Holiday pay, including three paid days off between Christmas and New Year's ♦ Retirement plan available
EQUAL OPPORTUNITY
Magnify Advisors LLC is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, veteran status, or any other characteristic protected by applicable law.
Pay:
$24.00 - $34.00 per hour
Benefits:
Flexible schedule Paid time off Parental leave Retirement plan Application Question(s): Please explain why you are interested in this role. What do you enjoy most about working with clients or customers? Ability to
