Tax Executive Assistant

Donovan CPAs•Indianapolis, IN

7d•Hybrid

About The Position

Donovan CPAs is seeking a Tax Department Executive Assistant and Administrative Professional to create a more consistent, proactive, and accountable experience for clients, partners, managers, and staff. This role is designed for someone who does more than complete assigned tasks. The right person actively reduces the number of decisions tax professionals need to make by anticipating next steps, identifying missing information, communicating clearly, and keeping work moving without unnecessary intervention. The position serves the tax department with a strategic mindset: supporting each professional as though they are an executive, protecting the department's time, improving the client experience, and helping the administrative team execute with ownership, accuracy, and urgency.

Requirements

3+ years of experience in executive assistance, administrative leadership, operations coordination, project coordination, or related work.
Experience supporting multiple professionals, leaders, clients, or stakeholders in a deadline-driven environment.
Strong written and verbal communication skills with a client-centric and professional communication style.
Ability to stay highly organized while managing multiple priorities, deadlines, requests, and recurring processes.
Critical thinking skills and the ability to anticipate needs, identify next steps, and reduce unnecessary decisions for others.
Extreme attention to detail and accuracy in written communication, document handling, scheduling, billing support, and client deliverables.
Ability to work well under pressure, especially during tax season and other high-volume periods.
High level of discretion and commitment to client confidentiality.
Alignment with Donovan's firm values.

Nice To Haves

Experience in a CPA firm, tax department, professional services firm, or similarly deadline-driven client service environment.
Experience with CCH, Karbon, tax workflow systems, CRM systems, document management systems, OCR tools, or other professional services technology.
Prior experience supporting an executive team.
Associate degree or higher preferred.

Responsibilities

Manage professional correspondence with clients, coordinate engagement letter delivery and follow-up, support tax engagement letters and organizers, and keep staff informed of status, open items, and next steps.
Coordinate draft tax return delivery, final return assembly, signature form follow-up, client copies, estimates, and client requests through the appropriate firm channels.
Assist with client invoicing, progress billing, and related communication so billing is accurate, timely, and coordinated with professional staff.
Coordinate tax organizers, business and nonprofit mailers, annual communications, quarterly estimate communications, and outreach to clients with missing information and those that have not responded.
Prepare, route, fax, and follow up on POA forms, e-file authorization forms, nonprofit filings or related support such as Indiana NP-20R where appropriate, and recurring tax administration items.
Create and maintain CCH Workflow tasks, roll CCH Tax returns, add workflow points, prepare due date reports, maintain scorecards, and identify bottlenecks before they become urgent.
Scan, organize, save, and route client documents; use OCR and document management tools; pull documents such as Secretary of State records, IRS Form 990s, new client sheets, intake information, and property tax documents.
Schedule client meetings, internal meetings, training sessions, conference registrations, CPE records, travel details, expense reimbursements, and other administrative needs with accuracy and ownership.
Coordinate with CCH, IT Support, and other software vendors on tax form questions, workflow issues, technical problems, and potential solutions.
Help organize priorities, assign or coordinate administrative work, improve checklists and procedures, drive operational projects, and model extreme ownership, professionalism, and accountability for the administrative team.