Executive Assistant

Agent Inc.

Job Overview

Location

Colombia

Job Type

Full-time

Full Job Description

📋 Description

• Executive Assistant / Operations Associate at Agent Inc. is a pivotal role supporting a growing CPA firm in Texas that serves over 3,000 clients annually, ensuring seamless client service delivery and operational efficiency across audit, tax, and advisory functions.
• This remote position based in Colombia (Central Time Zone) offers the opportunity to directly impact firm productivity by managing client communications, billing workflows, project coordination, and process improvements in a collaborative, tech-forward environment.
• Day-to-day responsibilities include managing multiple email inboxes to consolidate and prioritize client communications, ensuring timely responses and accurate information flow across teams.
• Organizing and maintaining client folders and documentation within the firm’s practice management platform, ensuring data integrity, accessibility, and compliance with internal filing standards.
• Supporting end-to-end billing and invoicing processes, including generating invoices, tracking payments, managing client collections, and following up on outstanding balances to improve cash flow.
• Setting up new client profiles in the firm’s systems, coordinating project kickoffs, assigning tasks, and monitoring workflow progress to ensure timely service delivery.
• Managing executive and team calendars, scheduling meetings, coordinating internal and external stakeholders, and handling travel and administrative logistics as needed.
• Conducting research to gather and update client contact information, business details, and regulatory data to support outreach and service personalization.
• Identifying inefficiencies in current administrative and operational processes, proposing and implementing technology-driven solutions such as automation templates, workflow optimizations, or tool integrations.
• Assisting with payroll preparation and related administrative tasks, including data entry, timesheet verification, and coordination with HR or finance partners.
• Maintaining and cleaning legacy client databases, migrating data to updated systems, and ensuring historical records are accurately preserved and accessible.
• Supporting client portal setup, guiding users through document upload processes, and troubleshooting access or technical issues to enhance client experience.
• Collaborating with partners and senior staff to special projects, including firm-wide initiatives related to service expansion, technology adoption, or internal process standardization.
• Acting as a trusted point of contact for clients and internal teams, demonstrating professionalism, discretion, and proactive problem-solving in all interactions.

🎯 Requirements

• 3-5+ years of experience in an executive assistant, operations associate, or similar administrative role supporting professional services or client-facing teams.
• Excellent written English communication skills, as this is the primary mode of interaction with clients and internal stakeholders.
• Proficiency with practice management platforms (e.g., CCH Axcess, Thomson Reuters UltraTax, or similar) and standard office tools including Microsoft Office Suite (Word, Excel, Outlook) and Google Workspace.
• Strong organizational and project management abilities, with proven capacity to handle high-volume, concurrent client requests while maintaining accuracy and attention to detail.
• Experience with invoicing and billing systems, including familiarity with payment tracking, collections follow-ups, and financial reconciliation processes.
• Fluent in English (written and spoken) to effectively communicate with U.S.-based clients and team members.

🏖️ Benefits

• Fully remote position based in Colombia, allowing flexibility to work from home while collaborating with a U.S.-based professional services firm.
• Competitive monthly salary range of $2,000–$2,500, commensurate with experience and performance, paid in stable currency.
• Opportunity to work within a growing, supportive CPA firm culture that values collaboration, continuous improvement, and employee development.
• Exposure to diverse client industries (individuals, SMBs, businesses) and complex tax/audit workflows, building valuable professional services operations expertise.
• Chance to drive meaningful process improvements and automation initiatives, directly impacting firm efficiency and scalability.
• Professional growth path toward senior operations or office management roles within the firm as it scales.
• Access to modern technology tools and training resources to enhance technical and administrative competencies.

Skills & Technologies

Remote

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Agent Inc.

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About Agent Inc.

Agent is a technology company that operates a global talent marketplace connecting employers with pre-vetted professionals in fields such as software engineering, design, marketing and finance. The platform uses AI-driven matching and rigorous screening to streamline remote hiring, handling contracts, payments and compliance across 150+ countries. Businesses scale teams quickly without traditional recruitment overhead, while professionals access curated remote opportunities. Founded in 2016, Agent maintains headquarters in San Francisco and a distributed workforce, serving startups through Fortune 500 clients seeking on-demand expertise.

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