Tax Administrative Assistant

Location: Bethesda, MD (Hybrid – Onsite 3 days/week required)

Employment Type: Full-Time

Education Requirement: Bachelor’s Degree

Position Overview

We are seeking a detail-oriented, highly organized Administrative Assistant to support our tax practice’s client onboarding, workflow management, and document control processes.

This role is essential to ensuring smooth operations across our CRM (HubSpot), practice management system (Karbon), and tax preparation workflow. The ideal candidate is proactive, tech-savvy, and comfortable interacting with clients in a fast-paced professional services environment.

Key Responsibilities

Client Setup & CRM Management

• Create and maintain client records in HubSpot, ensuring accurate segmentation, property fields, and contact details.

• Update and manage pipeline stages for new and prospective clients.

• Support marketing and communication workflows by maintaining clean, organized CRM data.

Workflow & Practice Management (Karbon)

• Build and complete detailed client profiles in Karbon, including engagement details, entity data, deadlines, and required documents.

• Assist in assigning tasks, updating statuses, and maintaining workflow accuracy across all client engagements.

• Prepare and send engagement letters, onboarding tasks, and annual questionnaires.

Client Onboarding & Document Collection

• Prepare onboarding packets, welcome emails, and intake forms for new clients.

• Communicate with clients to request required tax documents and follow up on outstanding items.

• Ensure all incoming client documents are logged, scanned, labeled, and uploaded to the correct digital folders.

Document Management & Scanning

• Scan, index, and organize incoming tax documents with high attention to detail.

• Maintain secure document storage protocols within OneDrive according to firm compliance standards.

• Assist with managing third-party scanning or secure data-entry workflows where applicable.

Tax Return Processing & E-Filing Support

• Track preparation progress for federal and state returns across all clients in CCH Access.

• Assist in assembling completed returns using firm templates and checklist procedures.

• Support e-filing processes, including confirming acknowledgements and updating internal records.

• Maintain logs of accepted, rejected, and pending filings and follow up on any issues.

General Administrative Support

• Provide administrative assistance to firm leadership and staff as needed.

• Maintain confidentiality and handle sensitive client data in compliance with IRS Circular 230 and firm policies.

• Assist with calendar scheduling, meeting preparation, and client communication.

Required Qualifications

• Bachelor’s degree (required)

• Strong organizational, prioritization, and follow-through skills

• Excellent written and verbal communication skills

• Highly capable with Microsoft Office 365 products

• High level of comfort with technology, including CRMs, workflow software, and cloud-based tools

• Ability to work onsite two-three days per week in Bethesda, with remote flexibility on other days

• Ability to manage strict deadlines in a professional services environment

• Professionalism, judgment, and discretion in handling confidential information

Preferred Skills (Not Required)

• Experience with HubSpot, Karbon, or similar systems

• Prior administrative support experience in a tax firm, CPA firm, or financial services environment

• Familiarity with tax season workflows and document types (W-2, 1099, K-1, etc.)

• Understanding of basic client service and workflow management best practices

Compensation & Benefits

Compensation will be commensurate with experience and may include:

• Competitive salary

• PTO and paid holidays

• Professional development opportunities

• Potential for growth as the firm expands