The Mom Project · 1 week ago
Tax Administrative Assistant
Bethesda, MD
Full-time
Hybrid
New Grad, Entry LevelThe Mom Project is seeking a detail-oriented, highly organized Administrative Assistant to support their tax practice. This role involves managing client onboarding, workflow management, and document control processes to ensure smooth operations.
Career PlanningCommunitiesHuman ResourcesMarketplaceRecruitingWomen's
Responsibilities
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
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
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
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
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
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
Qualification
Required
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
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
Benefits
PTO and paid holidays
Professional development opportunities
Potential for growth as the firm expands
Company
The Mom Project
The Mom Project is a digital talent marketplace helping women remain active in the workforce.
Founded in 2016
51-200 employees
Funding
Current Stage
Growth StageTotal Funding
$115.6MKey Investors
Leeds Illuminate7GC & CoAtlanta Seed Company
2021-10-06Series C· $80M
2020-07-01Series B· $25M
2018-12-17Series A· $8M
Leadership Team
Allison Robinson
Founder
Recent News
Company data provided by crunchbase