Executive Assistant - Virtual Assistant

This is a remote position.

Virtual Rockstar is hiring a full-time Executive Assistant on behalf of our client, an accounting and tax strategy firm that provides bookkeeping, coaching, and strategic financial services. This role is designed for a highly organized, detail-oriented EA who can manage client onboarding, follow-ups, scheduling, documentation, and internal trackinghelping the firm deliver a calm, structured, high-touch client experience.

This is not an accounting role. You will not be responsible for bookkeeping or tax preparation. Instead, you will serve as a central support and operations partnerkeeping client workflows, communication, and internal execution organized and consistent.

About Our Client

Our client's purpose is simple but powerful: to move individuals, families, and business owners from tax confusion and financial stress to clarity, control, and cash flow. They believe tax strategy should be a wealth-building solution, not something overwhelming or punitive.

Their culture is professional, structured, faith-centered, and impact-driven. They operate with a high-touch, not high-chaos mindset and value calm execution, strong systems, and clear communication. Their work directly impacts clients finances, deadlines, and long-term stabilityso accuracy, confidentiality, and follow-through are essential.

Responsibilities

Client Onboarding & Follow-Up

• Send welcome emails and onboarding instructions immediately after payment.

• Provide upload checklists for tax, bookkeeping, and structuring-related documents.

• Track missing documents and follow up on a consistent schedule (24 hours, 72 hours, weekly).

• Ensure engagement letters are signed and payments are confirmed before work begins.

• Maintain an organized Client Status Tracker (intake stage, documents received, due dates, deliverables pending).

  
  

Inbox & Client Communication

• Monitor inbox daily and respond using templates to maintain consistent communication.

• Draft and send emails for: missing documents, meeting confirmations, deadline reminders, next steps, revision requests, and policy reminders.

• Keep communication professional, warm, and appropriately firm regarding deadlines and requirements.

• Escalate only high-level, sensitive, or tax-technical items to leadership.

  
  

Calendar & Meeting Support

• Schedule consultations and follow-ups using Calendly and Google Calendar.

• Send confirmations that outline meeting expectations (camera on, on-time, decision-makers present).

• Send reminders and required document lists before meetings.

• Prepare quick meeting briefs: client name, status, what's missing, and what decisions need to be made.

• Take meeting notes and ensure follow-ups and tasks are captured and assigned.

  
  

Document & Drive Management

• Create client folders using a consistent naming convention.

• Upload and organize documents correctly (returns, IDs, EIN letters, trusts, operating agreements, bookkeeping reports, etc.).

• Ensure final deliverables are saved in the correct location and linked properly in client emails.

• Maintain an organized templates library (engagement letters, checklists, email templates, SOPs).

  
  

Internal Operations & Tracking

• Maintain trackers for:

• client pipeline & deliverables

• payments received/pending

• document collection status

• contractor assignments & due dates

• Send a weekly internal report with what was completed, what's behind, and what needs leadership attention.

• Perform quality control: proofread outgoing emails and verify names, entity names, dates, and file labeling before anything is sent.

  
  

Light Project Management

• Assign tasks to contractors (bookkeeping cleanup, COA setup, drafts) as needed.

• Track completion and follow up until tasks are fully closed.

• Help implement SOPs and keep them updated as the business evolves.

Tools & Software

The VA must be comfortable using or learning:

• Google Workspace (Gmail, Drive, Docs, Sheets, Calendar)

• DocuSign

• Calendly

• QuickBooks Online (basic familiarity helpful)

• ConvertKit

• SamCart

• Canva

• TaxAssist Tax Office

• MarketingPro

Requirements

• Proven experience as an Executive Assistant, Operations Assistant, or Administrative Coordinator supporting a professional services business.

• Strong client communication skills with the ability to write clearly, warmly, and professionally.

• Highly organized and process-drivencomfortable working with trackers, checklists, and SOPs daily.

• Trainable and willing to learn accounting and tax terminology (you will not perform accounting work, but must understand workflows).

• Excellent attention to detailsmall errors are not acceptable in this environment.

• Proactive and accountable: you track tasks to completion and follow up consistently without reminders.

• Demonstrates professionalism and confidentiality at all times.

What the Client Cares About Most

Accuracy & Attention to Detail (names, entity titles, dates, attachments, document placement)

Follow-Through & Accountability (tasks do not disappear or stall)

Professionalism & Confidentiality (sensitive financial and personal information)

Benefits

• Competitive salary commensurate with experience.

• Opportunities for professional development and growth.

• Work in a dynamic and supportive team environment.

• Make a meaningful impact by helping to build and strengthen families across the globe.