Executive Assistant Operations Administrator

Position Overview

*You must be located in Texas to apply for remote position.*

Carl Muniz CPA LLC is a full-service accounting firm serving small businesses, S-corp owners, Partnership owners, personal injury law firms, ranch/agricultural clients, and high-income professionals. We are seeking a detail-oriented, proactive Virtual Assistant to support firm operations, client communications, and administrative workflows.

This is a remote position (Texas residents only)requiring strong organizational skills, excellent written communication, and the ability to manage multiple priorities with minimal supervision. Experience in a professional services or accounting environment is a plus.This is a client-facing role with direct responsibility for onboarding and offboarding – the first and last impression clients have of the firm.

*You must be located in Texas to apply for remote position.*

Role & ResponsibilitiesAdministrative & Operations Support

• Manage and triage email communications; draft responses for owner review
• Maintain calendar, schedule client meetings and internal appointments
• Organize and maintain file structure in Dropbox per firm naming conventions
• Perform data entry and pipeline updates in Salesforce CRM
• Send invoicing reminders and assist with accounts receivable follow-up
• Handle internal firm administrative tasks
• Document and maintain firm SOPs for administrative and client-facing workflows.

Client Onboarding

• Send welcome emails and onboarding packets to new clients
• Distribute and track engagement letters and fee agreements
• Set up new client folders in Dropbox following firm naming conventions
• Add new clients to QuickBooks Online, Salesforce, and relevant tracking sheets
• Chase and follow up on missing intake documents until package is complete
• Confirm first appointments or kickoff calls with new clients
• Coordinate with offshore prep team to confirm new client assignments

Client Offboarding

• Execute disengagement letters drafted and approved by firm owner
• Retrieve, organize, and archive final client documents in Dropbox
• Prepare and send client file transfer packages upon request
• Remove or archive client records from active workflow queues
• Update Salesforce to reflect churned or closed client status
• Confirm all outstanding invoices are resolved prior to close-out
• Send final communications and document retrieval notices per firm policy

Tools & Systems

Familiarity with the following platforms is preferred. Training will be provided for firm-specific workflows.

• QuickBooks Online (QBO)
• Karbon Practice Management
• Salesforce CRM
• Dropbox
• Acrobat Sign
• Microsoft Office
• ProConnect Tax (familiarity a plus; not required)

Qualifications

• 3+ years of experience as a virtual assistant, administrative coordinator, or similar role
• Strong written English communication skills — client-facing email experience preferred
• High attention to detail and ability to follow multi-step processes independently
• Demonstrated experience handling confidential information with discretion
• Reliable internet connection and dedicated remote workspace
• Experience in accounting, tax, legal, or professional services a plus

What to Expect

• Full time remote work, with potential to grow
• Fully remote position; must be available during core US Central Time business hours. Must be available 8:30-5:30 CST, may have limited flexibility depending on employee time zone.
• Must sign a confidentiality and data security agreement prior to starting
• Starting salary between $50,000-$65,000 depending on experience. W-2 employee.
• Bonus up to 5% of salary and monthly stipend for technology reimbursements.

Pay: $50,000.00 - $65,000.00 per year

Work Location: Remote