Best Fit CPA · 12 hours ago
Executive Assistant & Operations Coordinator
Bowling Green, OH
Full-time
Onsite
Entry, Mid Level
$22/hr - $30/hrBest Fit CFO is a growing fractional CFO, tax, and accounting firm that helps business owners gain clarity, confidence, and control over their finances. They are seeking a dependable, highly organized Executive Assistant & Operations Coordinator to support the owner directly and keep the office and day-to-day operations running smoothly.
Accounting
Hiring Manager
Brandy Best, CPA
Responsibilities
Manage the owner’s professional and personal calendar
Manage and triage the owner’s email inbox, including organizing, flagging, and drafting responses
Schedule appointments and commitments related to business, personal, and family needs
Make phone calls on behalf of the owner
Run business and personal errands as needed
Monitor the owner’s Slack messages across multiple client channels and flag items requiring attention
Manage incoming business and personal mail, including opening, organizing, filing, and following up
Help maintain task lists, reminders, and priorities for the owner
Answer the office phone as the primary point of contact and coordinate backup coverage as needed
Maintain a clean, organized, and professional office environment
Perform light office cleaning such as trash removal, tidying, and vacuuming as needed
Order and restock office supplies, snacks, and materials
Coordinate vendors and service providers
Develop and maintain physical and digital filing systems
Take ownership of unresolved or lingering administrative and office to-dos
Ensure the office operates smoothly without constant reminders or oversight
Provide general administrative support to other team members as needed, particularly related to scheduling, document coordination, and office processes
Maintain an accurate and up-to-date client and prospect database
Maintain client and prospect email lists within the firm’s email management system
Support scheduling and coordination of in-person meetings
Assist with basic client communications and event coordination
Ensure administrative records across systems remain organized and current
Support internal cadence and timelines for CFO client work
Follow up with client bookkeepers regarding reporting deadlines
Ensure reports and meeting materials are uploaded on time
Send meeting materials to participants in advance
Send post-meeting follow-ups using provided templates
Track action items and deadlines
Organize and store call recordings and AI-generated summaries
Print and mail checks
Prepare invoices using approved templates
Organize receipts and supporting documentation
Scan and upload documents to shared systems
Maintain administrative records for the firm, nonprofits, and community organizations
Manage client document intake
Scan, organize, and upload tax documents
Track missing items and follow up with clients
Maintain status tracking for tax returns
Assist with first-pass data entry under guidance
Assist with planning business and personal events
Coordinate vendors and logistics for hosted events
Help organize historical files, backlog projects, and long-standing items
Improve organization systems and workflows over time
Qualification
Required
Highly organized and detail-oriented
Calm, dependable, and proactive
Demonstrated ability to handle highly sensitive and confidential information, including client financial data and personal information for the business owner
Strong integrity and trustworthiness are required
Strong written and verbal communication skills
High level of comfort with technology, including cloud-based systems, email and calendar management, Microsoft 365 applications, and learning new software such as CRM and document management systems
Able to work independently, take initiative, and make organization decisions
Preferred
Prior experience as an executive assistant, office coordinator, or operations support role preferred
Familiarity with tools such as Canva is a plus but not required
Benefits
Paid time off prorated based on average weekly hours
Paid holidays observed by the firm
SIMPLE IRA with 3 percent employer match
Optional dental and vision coverage
Stable, supportive, and professional work environment
Company
Best Fit CPA
Accounting firm specializing in Fractional CFO, Tax, and Accounting
Founded in 2021
2-10 employees
Funding
Current Stage
Early StageCompany data provided by crunchbase