Admin Assistant

eXp Financials is a Minneapolis\-based tax and financial services firm with eight years in operation. We serve a growing book of business clients across bookkeeping, tax preparation, and financial consulting — with a team that is hands\-on, high\-volume, and built on personal accountability. Every role here matters, and every client interaction reflects directly on the firm.

We are growing. This is not a position where you sit in the background. You are the first point of contact for our clients, the person who keeps our internal systems running, and a core part of how we deliver on the reputation we have built.

THE ROLE

The Admin Assistant is the face of eXp Financials. You are the first voice a client hears when they call, the last note logged after an interaction, and the person responsible for making sure nothing falls through the cracks.

This is a high\-volume role that demands exceptional organization, proactive communication, and the ability to stay composed and accurate when things get busy. During tax season, our call and walk\-in volume increases significantly — this position requires someone who performs better under pressure, not worse.

You will not be micromanaged. You will be trusted, supported, and recognized when you deliver — and held to a clear, documented standard when you do not.

WHAT YOU WILL DO

Client Communication

• Serve as the primary point of contact for all client calls, walk\-ins, and emails
• Return all missed calls and respond to all emails within defined timeframes
• Handle client questions, scheduling, and basic inquiries with professionalism and accuracy
• De\-escalate difficult client situations calmly and involve the owner only when genuinely necessary

CMS Documentation

• Log every client interaction — calls, walk\-ins, and emails — in our client management system within 4 business hours
• Ensure all entries include the required fields: date, client name, interaction type, summary, and follow\-up status
• Maintain documentation standards consistently — including during peak tax season when volume spikes
• Flag issues or patterns in client interactions proactively — do not wait to be asked

Operations \& Organization

• Manage and prioritize a high volume of competing tasks without items falling through the cracks
• Maintain organized client records, filing systems, and internal documentation
• Execute all follow\-up commitments by the dates they were promised
• Support the data associate and accountant with call coverage during tax season surge periods

Process \& Compliance

• Follow all documented standard operating procedures — without requiring reminders
• Use all required tools and systems as trained — no workarounds
• Participate in weekly Friday check\-ins and monthly performance reviews
• Raise process improvement ideas proactively — this is encouraged and recognized

Required

• 1–3\+ years of experience in an administrative, client\-facing, or operations role
• Demonstrated experience with a CRM, CMS, or documentation\-heavy workflow
• Exceptional written and verbal communication skills
• Proven ability to manage high call and task volume without quality degradation
• Strong organizational skills — able to track and follow up on multiple open items simultaneously
• Comfortable working in a fast\-paced, deadline\-driven environment

Preferred

• Experience in a tax, accounting, financial services, or professional services environment
• Prior experience in a client\-facing coordinator or administrative lead role
• Demonstrated track record of 2\+ years tenure at a single employer