Administrative Assistant

About Us

Spirakis CPA is a growing local firm serving individuals and small businesses across the Wilmington area with tax preparation and planning, bookkeeping, payroll, accounting, and business advisory services. We’re known for a professional, responsive, and personal client experience. Now we’re hiring someone to help us keep delivering it as we grow.

Why Spirakis CPA

• Work directly with the owner. You’ll partner one-on-one with our Owner/CPA instead of sitting at the bottom of a large-firm org chart. You’ll see how the whole practice runs and have a real voice in it.
• Make an impact you can see. In a small, growing firm, your work shapes how every client experiences us.
• Shape the role. You’ll help build and improve our procedures, workflow, and client technology, not just follow them.
• Opportunity for Career Growth. For the right person, this role leads to Practice Manager within 2 -3 years. The path is laid out below.
• Hybrid flexibility. Work from home about half the time.
• Predictable hours, even in busy season. Tax season is demanding in every firm, but 40 hours a week is the most we’ll ask of you, even at the peak.

Job Description

Whoever fills this role will be working directly with our Owner/CPA, you’ll be the administrative and client-service hub of the firm: the first point of contact for clients and the person who keeps documents, schedules, and workflow moving. This is not a receptionist role and not a tax-preparer role. It’s a foundational position with a direct path to Practice Manager within 2–3 years for the right person.

What You’ll Do

• Client service: Answer and triage calls, emails, and portal messages; schedule meetings; and escalate tax or accounting questions to the CPA.
• New-client onboarding: Handle inquiries, send and track engagement letters, set clients up in our systems, and issue initial document requests.
• Tax document management: Request, track, and organize client tax and financial documents; follow up on missing items; monitor return status and deadlines; and route IRS and state notices.
• Client technology support: Patiently walk clients through our portal, uploads, and e-signatures, including clients who aren’t comfortable with technology.
• Billing: Assist with invoicing, payment processing, reminders, and recurring billing setup.
• Office operations: Manage calendars, mail, and filing, and help document and improve our standard operating procedures.

Requirements

• 2+ years of experience in a professional or financial services office — e.g., a CPA or accounting firm, law firm, financial planning or wealth management firm, insurance, or real estate/mortgage.
• Familiarity with tax and financial documents (W-2s, 1099s, K-1s, bank statements, tax returns). You should be comfortable reading and organizing them — you will not prepare returns or give tax advice.
• Direct client-facing experience and excellent written and verbal communication.
• Strong organization, attention to detail, and discretion with confidential information.
• Comfort learning new software quickly and the patience to teach it to others.
• Strong problem-solving skills, with sound judgment about when to resolve an issue yourself and when to escalate it.

A Big Plus

• QuickBooks Online experience - not required, but highly valued.
• Experience with Microsoft 365, Calendly, or payroll platforms.

Your Path to Practice Manager

We’re hiring for where this role is going, not just where it starts. For the right person, we’ll build a defined path to Practice Manager within 2–3 years, with compensation that grows alongside your responsibilities.

1. Master the foundation. Own client communication, onboarding, and document management. To advance: handle routine client needs independently, know our software and procedures, and escalate the right questions to the CPA.

2. Take ownership. Take ownership of our practice management software, lead billing and collections, manage tax-season deadline tracking, and drive improvements to our procedures and client technology. To advance: you keep workflow and deadlines on track with little oversight, keep billing current, and make process improvements that save the team time.

3. Practice Manager. Oversee day-to-day firm operations, workflow, and capacity planning; manage billing and client relationships at the operational level; and help hire, train, …