Virtual Administrative Assistant for a Small Accounting and Tax Firm in the US Home Based Part Time

Check for new client documents uploaded to the secure portal download and organize the documents in the clients folder. Determine any followup actions needed after receiving new documents from clients. (The majority of this will be tax return source documents that may need renaming. Update the checklist of documents being awaited on the Tax Return task in ClickUp along with the task status.)

Send out tax returns for esignatures to clients and file the signed forms in their folders promptly.

Send postmeeting followup emails to clients with their checklist of tax documents needed for their tax returns.

Send email updates on tax return status and reminders for missing documents or pending signatures.

Manage the owners email to ensure prompt responses to clients. (The owner would like to establish a priority ranking system for her emails with the VA so she knows which ones are most urgent.)

Handle any simple or common email questions from clients that may not require a personal response or attention from the owner. (e.g. Providing instructions for navigating the client portal or checking the status of their tax return.)

Check voicemails and track any followup actions required from the owner.

Help the owner stay on top of prioritizing tasks and daily/weekly/monthly schedules.

Oversee all tasks in ClickUp to ensure everything is completed on time. Make sure the number of tasks assigned to the owner each day is realistic or needs rearranging. Ensure any overdue tasks are reassigned to a future date so they do not get overlooked or forgotten.

Perform bookkeeping tasks as needed.

Any other ad hoc admin tasks or special projects that may arise.

Fluency in English 5+ years of Administrative or Executive Assistant experience Excellent professional communication skills and ability to write professional emails Extreme attention to detail and organization skills Experience with Zoho software (some specific Zoho applications being used include Zoho Mail and Calendar, Zoho Workdrive, Zoho Books, Zoho CRM, Zoho Sign, Zoho Bookings, and Zoho Voice) Experience with ClickUp Task Management Software Excellent time management Proficiency in Microsoft Excel and Adobe Extremely high integrity and trustworthiness in handling sensitive personal information.