We are seeking a highly capable, resourceful, and detail-oriented administrative professional based in Egypt to work closely with our administrative team in New York. This position requires exceptional spoken and written English, strong judgment, confidence handling people and problems, and the discipline to follow work through to completion.

This is not a narrowly defined or passive assistant role. It is designed for a versatile professional who can manage calls, resolve escalations, protect the accuracy of our internal CRM, train staff, support licensing and sales tax administration, and step into changing operational needs as the office grows. The successful candidate will report directly to the owner and will be expected to identify problems, recommend practical solutions, and reduce the amount of routine follow-up that depends on the owner.

Requirements

Client Communication & Escalations

• Handle inbound/outbound calls, messages, follow-ups, and client inquiries professionally.

• Resolve routine administrative issues independently and escalate sensitive tax, legal, financial, technical, or reputational matters appropriately.

• Document conversations, commitments, deadlines, and next steps accurately in the CRM and follow open items through completion.

CRM Ownership, Quality Control & Training

• Become an internal expert on the office CRM, including records, workflows, tasks, notes, documents, naming conventions, statuses, and reporting.

• Review staff entries for accuracy and completeness, correct errors, return incomplete work, and reinforce office standards.

• Train new and existing staff through onboarding, refresher sessions, coaching, SOPs, checklists, templates, and quick-reference guides.

• Identify recurring errors and bottlenecks, recommend improvements, and escalate repeated non-compliance to the owner.

Administrative Operations & Owner Support

• Turn the owner’s priorities into organized tasks, deadlines, assignments, and follow-up.

• Coordinate communication and handoffs between the Egypt-based support function and the New York administrative team.

• Maintain trackers, reports, correspondence, meeting notes, calendars, deadlines, and outstanding client requests.

• Take ownership of special projects and step into areas where the office temporarily lacks resources.

• Identify administrative bottlenecks and propose practical solutions without requiring constant supervision.

Licensing, Sales Tax & Compliance Support

• Work with the owner on licensing, registrations, renewals, applications, notices, and compliance calendars.

• Organize supporting documents, confirmations, receipts, correspondence, and proof of submission.

• Assist with the administrative side of sales tax matters, including collecting documents, tracking deadlines, monitoring notices, and maintaining status reports.

• Communicate with clients, agencies, vendors, and staff when authorized.

• Escalate technical tax or legal questions to the owner or appropriate professional.

Team Support & Process Improvement

• Help establish consistent administrative standards across the office.

• Support onboarding, cross-training, documentation, and workflow improvement.

• Protect confidential taxpayer, client, employee, and business information.

• Serve as a flexible “jack of all trades” who can support the areas where help is most needed.

Required Qualifications

• Excellent professional English, spoken and written, with a confident phone presence.

• 3+ years of experience in administrative operations, executive support, client service, office support, or a similar role.

• Experience with CRM, practice-management, ticketing, or client database systems.

• Strong attention to detail, organization, prioritization, documentation, and follow-through.

• Ability to handle escalations and correct or coach staff respectfully while maintaining accountability.

• Proactive, independent, resourceful, and comfortable recommending solutions.

• High discretion with confidential financial, tax, identity, employee, and business information.

• Strong knowledge of email, spreadsheets, word processing, shared drives, video meetings, and cloud-based office tools.

• Reliable internet, quiet workspace, quality headset, and substantial overlap with New York business hours.

Preferred Experience

Experience in a U.S. tax, accounting, bookkeeping, legal, financial-services, or other deadline-driven office; sales tax, licensing, registrations, renewals, government notices, or compliance tracking; remote support for a U.S. team; CRM training, SOP creation, quality control, or team-lead responsibilities.

What Success Looks Like

The successful candidate will reduce the owner’s administrative burden by keeping CRM records accurate, ensuring calls and escalations are handled and documented, reducing repeated staff errors through training, keeping licensing and sales tax tracking current, and following tasks through completion.

Growth Opportunity

This role is intended to grow with the business. A strong performer may take on broader responsibility for administrative operations, workflow ownership, staff development, quality control, team coordination, and selected supervisory duties.