Virtual Assistant Practice Manager
About the Role
We are looking for an experienced, proactive Virtual Assistant Practice Manager to serve as the operational backbone of the firm. You'll keep the team organized, projects moving on schedule, and ensure clients receive an exceptional experience. This role works primarily out of Financial Cents and QuickBooks Online, and combines practice management, client-facing coordination, executive support, and marketing assistance.
Key Responsibilities
Maintain, update, and monitor all client projects, tasks, and deadlines in Financial Cents.
Act as the first point of contact for clients — collect tax documents and guide new clients through onboarding.
Add prospective client contacts (gathered by the owner at conferences) into the CRM and manage timely follow-up outreach.
Generate estimates and proposals, convert them into contracts and AICPA-approved engagement letters, for both new clients and semi-annual/annual client renewals.
Manage the Managing Partner's email inbox and calendar — filter inquiries, schedule client consultations and team meetings.
Send invoices, track time entries in Financial Cents, and follow up on outstanding accounts receivable.
Identify workflow bottlenecks and help document standard operating procedures (SOPs).
Update LinkedIn and the company website; support the owner in editing and publishing a bi-weekly nonprofit accounting column for local/online publications and the company site.
Review and adjust time records in Financial Cents for accuracy ahead of month-end billing and bi-weekly payroll.
Required Skills & Experience
Minimum 2 years of experience as a Virtual Assistant or Practice Manager, ideally within a CPA or public accounting/tax firm.
Hands-on proficiency with QuickBooks Online and Financial Cents for workflow management.
Strong understanding of public accounting timelines, tax seasons, and document collection processes.
Exceptional written and verbal English communication skills.
High organizational skills, with proven ability to manage multiple deadlines independently.
What You'll Need to Succeed
Adaptable across practice management, executive support, and light content/marketing work.
Trusted with sensitive information and direct client interaction, requiring sound judgment and professionalism.
Comfortable contributing to content and brand visibility, including LinkedIn and website updates.
Detail-oriented, ensuring accuracy in time tracking, billing, and client documentation.