Find & Apply For Executive Assistant Jobs in Sarasota, Florida

Job Overview The Executive Administrative Assistant position exists to create an exceptional, organized experience for our clients while keeping critical administrative responsibilities moving across two growing companies. This is not a "warm a seat" position. This person will serve as a central point of communication, organization, and follow-through for Integrity Bookkeeping Pros and Tax With Integrity. The right individual will confidently manage competing priorities, communicate proactively, learn new systems quickly, and take ownership of responsibilities from beginning to completion. This position is ideal for someone who sees what needs to be done, thinks ahead, solves problems, and is comfortable working in a fast-moving environment where priorities can shift throughout the day. Tax With Integrity Responsibilities This individual will serve as the primary administrative contact for Tax With Integrity and will: Answer and manage all incoming tax-related phone calls with professionalism, warmth, and discretion Identify the purpose and urgency of each call and route technical tax questions appropriately Return calls promptly and follow through until the client receives an answer Onboard new individual and business tax clients Explain the onboarding process and help clients navigate the TaxDome portal Send organizers, engagement documents, questionnaires, and document requests Track missing tax documents and proactively contact clients by phone, email, and portal message Monitor tax preparation workflows and help keep returns moving toward completion Schedule tax appointments and coordinate calendars Maintain accurate client records, contact information, notes, and workflow statuses Communicate deadlines and next steps without providing unauthorized tax advice Assist with electronic signature requests, payment follow-up, completed-return procedures, and other administrative steps Escalate urgent, sensitive, or technical matters to the appropriate tax professional Protect confidential taxpayer information and follow all privacy and security procedures Integrity Bookkeeping Pros Responsibilities This individual will provide high-level administrative and client-service support across IBP and will: Answer incoming calls and provide an exceptional first impression of the company Respond to routine client questions and ensure more complex matters reach the correct team member Support the onboarding of new bookkeeping and cleanup clients Gather documents, system access, signed agreements, payment information, and other onboarding requirements Proactively follow up with clients for outstanding information Track action items, deadlines, and open requests to prevent responsibilities from falling through the cracks Support leadership with scheduling, meeting preparation, follow-up, and priority management Assist with client communications, engagement documents, proposals, and administrative correspondence Maintain organized and accurate information across company systems Monitor shared inboxes, voicemails, and client requests Help maintain SOPs, templates, checklists, and internal documentation Coordinate with accounting team members regarding missing information and client needs Assist with accounts receivable follow-up and other assigned administrative processes Identify workflow gaps and recommend practical improvements Take ownership of special projects and follow them through to completion Provide administrative support wherever it is most needed during high-volume periods What Success Looks Like A successful person in this position: Keeps client calls, messages, and requests from being overlooked Ensures tax and bookkeeping clients understand their next steps Consistently follows up on missing documents without waiting to be reminded Maintains accurate and current workflows, notes, and client records Protects leadership and management from routine administrative interruptions Handles multiple priorities without becoming disorganized Communicates early when a deadline or responsibility may be at risk Solves routine problems independently and escalates appropriately Completes commitments reliably and closes open loops Helps create a calmer, more organized environment for clients and team members Required Qualifications At least three years of experience in a high-level administrative, client-service, office-management, or professional-services role Exceptional organization, prioritization, and follow-through Demonstrated ability to manage a high volume of changing responsibilities Strong written and verbal communication skills Confident and professional phone presence Willingness to pick up the phone and call clients rather than relying exclusively on email or text Excellent customer-service judgment, including when working with frustrated or anxious clients Ability to learn software and new processes quickly Strong attention to detail and commitment to accuracy Ability to work independently, anticipate needs, and make sound decisions High level of discretion when handling financial and taxpayer information Comfortable receiving feedback and being held accountable for deadlines and outcomes Preferred Qualifications Previous experience in a tax, accounting, bookkeeping, legal, financial-services, or other deadline-driven professional office Experience onboarding clients and collecting confidential documents Familiarity with TaxDome, QuickBooks Online, Zoho, Anchor, Double, or similar systems Experience managing workflows, client portals, shared inboxes, and multiple calendars Understanding of individual and business tax-season processes Experience supporting more than one company, department, or senior leaders Technology Expectations Our companies use several platforms to manage clients, workflows, communication, payments, and service delivery. The person in this role must be technologically confident and willing to become highly proficient in our systems, including: TaxDome Zoho One Anchor Double QuickBooks Online Microsoft Office and related communication tools Previous experience with every platform is not required. The ability and willingness to learn them quickly is essential. Personal Characteristics We are looking for someone who is: Proactive and resourceful Highly organized Calm under pressure Comfortable with accountability Friendly but appropriately assertive Persistent with follow-up Naturally curious and willing to ask thoughtful questions Able to shift between tasks without losing important details Capable of identifying a problem and proposing a solution Committed to serving clients and supporting the entire team Willing to take responsibility for outcomes, not simply complete assigned activities Important Expectations This is a high-responsibility position in two growing companies. It requires initiative, flexibility, urgency, and consistent follow-through. Some duties will be routine, while others will require independent thinking and sound judgment. The successful candidate will not wait for someone else to notice an unfinished task. They will communicate, follow up, document progress, and make sure each responsibility reaches a clear conclusion. This is a full-time, in-office position with a professional Monday-through-Friday schedule. Integrity Bookkeeping Pros and Tax With Integrity value strong performance, healthy boundaries, teamwork, and a sustainable work-life balance. We do not operate evenings or weekend hours, but we expect full ownership, productivity, and proactive communication during the workday.

Pay:

From $58,000.00 per year

Benefits:

401(k) matching Paid time off

Education:

Bachelor's (Preferred)

Experience:

Executive administrative support: 3 years (Required) Ability to

Commute:

Sarasota, FL 34239 (Required)

Work Location:

In person