Administrative Assistant

*This job is for Easy Breezy Accounting & Tax in Daytona Beach.

Role Overview

The Administrative Assistant is the organizational heartbeat of Easy Breezy Accounting & Taxes. This person is the right hand to the Founder, ensuring that operations, communication, and client experiences run smoothly and professionally. From managing schedules to onboarding clients, coordinating team activities, and keeping projects moving forward, this role requires exceptional organization, discretion, flexibility, and initiative.

Core Responsibilities

• Serve as assistant to the Founder. Manage emails, appointments, and daily priorities.
• Handle all client communications: email, phone, and portal updates with professionalism and warmth.
• Manage day-to-day administrative tasks, including scheduling, filing, and correspondence.
• Manage office supplies and equipment, ensuring the workspace remains efficient and professional.
• Support the bookkeeping and tax teams with administrative needs and client coordination.
• Manage client records and ensure they are up to date and organized.
• Handle client billing and invoicing accurately and promptly.
• Schedule and manage client appointments for tax strategy sessions, follow-ups, and reviews.
• Coordinate with the Client Success Coordinator to ensure smooth onboarding and client experiences.
• Prepare welcome materials and ensure clients complete pre-meeting tasks.
• Maintain and update the calendar, company educational and appreciation event planning, and travel logistics.
• Assist with events, community appearances, and networking coordination.
• Monitor systems such as Google Workspace, Double, Calendly and GHL for tasks and automation accuracy.
• Support busy season operations: tracking workflow, maintaining timelines, and managing client loads. Supporting the Client Success Coordinator “in season”.
• Assist the Founder with other company responsibilities and projects as needed (Kickin’ Assets, OB3 Strategy, etc.).
• Maintain confidentiality, professionalism, and adaptability in a fast-paced boutique environment.

Expectations

1. Strong organizational and multitasking abilities.
2. Ability to manage calendars, schedule client meetings, and coordinate office operations.
3. Attention to detail in managing records and documentation, and handling confidential financial or client information. .
4. Proficient in office software and familiar with CRM platforms, scheduling tools, and cloud-based systems, including but not limited to Google Workspace, Double, Calendly, and Go High Level QuickBooks Online .
5. Ability to manage time effectively, prioritize tasks, and meet deadlines.
6. Professionalism in handling client interactions and sensitive information.
7. Be proactive in identifying potential issues and finding solutions before they escalate.
8. Maintain a calm, composed, and client-centered demeanor during high-pressure times (especially tax season).
9. Embrace system improvements and continuously look for efficiency gains.
10. Show flexibility and loyalty. Willing to pivot quickly when priorities shift.
11. Represent the Easy Breezy brand tone: calm, confident, and high-end.

Education and Experience

• High School Diploma or equivalent required. Associates degree or higher in Business, Accounting, Communications or related field preferred.
• Minimum of 2–3 years of administrative or executive support experience required.
• Experience in a professional services firm, such as tax, legal, financial, or consulting preferred.