Tax Administrative Coordinator

This position plays a pivotal role in ensuring leadership effectiveness, departmental efficiency, and clear communication across the firm. Strong orchestration and attention to detail in this position directly support client service excellence and team productivity.

Position Overview

The Tax Administrative Coordinator provides high-level administrative, organizational, and communication support to the Regional Tax Director and Houston tax leadership team. This role serves as a central point of coordination for calendar management, internal communications, project orchestration, and deadline tracking across the tax department.

This is not a basic administrative role — it requires exceptional attention to detail, strong judgment, discretion, and the ability to manage multiple priorities in a fast-paced public accounting environment.

Key Responsibilities 

Executive Calendar & Time Management

• • Manage complex, high-volume calendars for the Tax Regional Director.
  • Coordinate internal leadership meetings, partner meetings, client calls, and firmwide initiatives.
  • Proactively identify scheduling conflicts and resolve them efficiently.
  • Prioritize meetings based on strategic importance and deadlines.
  • Track recurring compliance and tax season milestone dates.

Department Orchestration & Coordination

• • Serve as a liaison between tax leadership and staff across multiple levels.
  • Coordinate cross-department meetings (Tax, Audit, CAS, Operations).
  • Track action items from leadership meetings and ensure timely follow-through.
  • Assist with orchestration of busy season logistics and workflow communications.
  • Support onboarding coordination for tax hires and leadership initiatives.

Firmwide & Cross-Company Correspondence

• • Draft and edit professional communications on behalf of the Tax Regional Director.
  • Ensure messaging is clear, polished, and aligned with firm tone and culture.
  • Distribute internal updates, policy reminders, deadline communications, and strategic announcements.
  • Maintain confidentiality and discretion when handling sensitive matters.
  • Act as a communication bridge between offices when needed.

Administrative Excellence & Detail Management

• • Prepare meeting agendas, materials, and presentation decks.
  • Maintain organized digital filing systems and documentation.
  • Track reporting metrics, deadlines, and internal compliance items.
  • Assist with budget tracking, expense reporting, and operational coordination.
  • Proofread reports, correspondence, and leadership communications for accuracy and professionalism.

Project & Process Support

• • Assist with implementation of process improvements within the tax department.
  • Support firm initiatives and special projects as directed.
  • Coordinate logistics for leadership offsites, training sessions, and strategic meetings.
  • Ensure deliverables are organized and deadlines are met.

Qualifications

Education & Experience

• • Bachelor’s degree preferred.
  • 3–7 years of administrative experience supporting senior leadership (professional services experience preferred).
  • Experience in public accounting or legal/professional services is highly desirable.

Technical Skills

• • Advanced Microsoft Outlook calendar management.
  • Strong proficiency in Microsoft Word, Excel, and PowerPoint.
  • Experience with document management systems and workflow tools.
  • Strong proofreading and formatting skills.

Core Competencies

• • Exceptional attention to detail.
  • Strong organizational and prioritization skills.
  • High level of discretion and confidentiality.
  • Clear, professional written and verbal communication.
  • Ability to anticipate needs and operate proactively.
  • Comfortable working in a fast-paced, deadline-driven environment.

Personal Attributes

• • Calm under pressure during busy season.
  • Service-minded with a “figure it out” mentality.
  • Polished and professional in all interactions.
  • Highly dependable and accountable.
  • Team-oriented with strong interpersonal skills.

Work Environment

• • Houston-based position (in-office presence required).
  • Fast-paced public accounting setting with seasonal workload fluctuations.
  • High visibility role interacting with firm leadership and partners.