US Virtual Assistant

CPA Staffing Partners; Metro Manila; Remote; PHP 391,000 - 580,000; Full time

Job summary

CPA Staffing Partners is seeking a highly organized Virtual Assistant to provide administrative and operational support to U.S.-based CPA, accounting, bookkeeping, and professional services firms. The Virtual Assistant will manage calendars, coordinate meetings, organize documents, monitor correspondence, update client records, prepare reports, and assist with day-to-day administrative activities.

The role may also support client onboarding, workflow management, billing administration, social

Qualifications

• Bachelor's degree in Business Administration, Office Administration, or related field preferred.
• Experience as a virtual assistant or admin role is valued.
• Experience supporting U.S.-based clients or professional services firms preferred.
• Strong proficiency with MS Office and Google apps; calendar and email management.
• Excellent written and verbal English communication; high attention to detail.

Responsibilities

• Provide day-to-day administrative support to the assigned U.S. client and team.
• Manage calendars, appointments, meetings, deadlines, and recurring reminders.
• Schedule and coordinate virtual meetings across different U.S. time zones.
• Prepare meeting agendas, collect materials, and distribute invitations.
• Draft, format, proofread, and organize emails, letters, and reports.
• Record meeting notes and track action items; follow up on tasks.
• Maintain client records and organize documents in databases or systems.
• Assist with onboarding, workflow, and basic billing tasks.
• Support research, data entry, and preparation of reports.

Skills

Calendar management

English proficiency

Microsoft 365

Google Workspace

Data entry

Attention to detail

Multitasking

Remote work

Education

Bachelor's degree preferred

Tools

Microsoft 365

Google Workspace

Job description

Overview

CPA Staffing Partners is seeking a highly organized, resourceful, and dependable Virtual Assistant to provide dedicated administrative and operational support to U.S.-based CPA, accounting, bookkeeping, and professional services firms.

The Virtual Assistant will manage calendars, coordinate meetings, organize documents, monitor correspondence, update client records, prepare reports, and assist with day-to-day administrative activities. The role may also support client onboarding, workflow management, billing administration, social media coordination, and other business functions, depending on the needs of the assigned client.

The successful candidate will work remotely from the Philippines and collaborate directly with an assigned U.S. client during aligned business hours. The ideal candidate has excellent English communication skills, strong attention to detail, proficiency with Microsoft 365 or Google Workspace, and the ability to manage multiple priorities with minimal supervision.

Key Responsibilities

Administrative Support

• Provide day-to-day administrative assistance to the assigned U.S. client and team.
• Manage calendars, appointments, meetings, deadlines, and recurring reminders.
• Schedule and coordinate virtual meetings across different U.S. time zones.
• Prepare meeting agendas, collect supporting materials, and distribute meeting invitations.
• Record meeting notes, document action items, and follow up on assigned tasks.
• Draft, format, proofread, and organize emails, letters, reports, presentations, and other business documents.
• Maintain task lists, project trackers, calendars, and administrative checklists.
• Perform data entry and update information in client databases and business systems.
• Assist with online research, information gathering, and basic report preparation.
• Coordinate internal and external meetings, training sessions, and company events.
• Support other administrative and operational activities based on the needs of the assigned client.

Email and Communication Management

• Monitor shared or assigned email inboxes and respond according to client instructions.
• Organize emails using folders, labels, flags, and established filing procedures.
• Identify urgent or high-priority communications and elevate them promptly.
• Draft professional responses for review or send approved responses on behalf of the client.
• Follow up with clients, vendors, and internal team members regarding pending information or action items.
• Maintain professional communication with U.S. clients and other external contacts.
• Screen routine inquiries and direct them to the appropriate team member.
• Maintain accurate communication records in the client’s customer relationship management or practice management system.

Calendar and Meeting Coordination

• Schedule client consultations, internal meetings, interviews, and recurring appointments.
• Confirm meeting availability and resolve scheduling conflicts.
• Send meeting reminders, confirmations, and rescheduling notices.
• Coordinate appointments involving multiple participants and time zones.
• Prepare virtual meeting links and ensure invitations contain complete information.
• Maintain calendars for executives, managers, partners, or assigned team members.
• Track important deadlines, filing dates, client commitments, and follow-up activities.
• Assist with meeting preparation and the distribution of post-meeting materials.

Client Onboarding and Relationship Support

• Assist with onboarding new clients using established procedures and checklists.
• Send welcome emails, service instructions, questionnaires, and document requests.
• Create client folders and profiles in approved business systems.
• Update contact details, service information, engagement status, and other client records.
• Track outstanding onboarding requirements and follow up on missing items.
• Assist clients with basic questions about document submission, appointments, and service processes.
• Coordinate the collection of signed agreements, forms, and administrative documents.
• Maintain accurate and organized client information.
• Help create a professional and responsive client experience.
• Escalate technical, accounting, tax, or service‑related questions to the appropriate professional.

Document and File Management

• Create, organize, name, and maintain electronic files according to client procedures.
• Upload, download, sort, and archive documents using secure client portals and document‑management systems.
• Convert, combine, rename, and organize business documents as required.
• Review files for completeness and follow up on missing documentation.
• Maintain standardized folder structures and file‑naming conventions.
• Track document requests and update completion statuses.
• Protect confidential client, employee, vendor, and company information.
• Follow applicable document‑retention, data‑security, and access‑control procedures.
• Ensure sensitive documents are shared only through approved systems and channels.

Workflow and Practice Management Support

• Create and update tasks in the client’s project or practice management platform.
• Monitor deadlines, due dates, task ownership, and workflow status.
• Maintain accurate progress updates for client engagements and internal projects.
• Follow up with team members regarding overdue or incomplete tasks.
• Prepare status summaries and workload reports for management review.
• Help organize recurring processes through checklists, templates, and workflow tools.
• Assist with assigning tasks based on client instructions.
• Track turnaround times, service requests, and open administrative matters.
• Identify workflow delays and communicate them to the appropriate team member.
• Support continuous improvement of administrative processes and standard operating procedures.

Billing and Basic Financial Administration

• Prepare draft invoices using approved billing information and client procedures.
• Send invoices and account statements after obtaining the required approval.
• Update billing trackers, payment‑status reports, and client records.
• Follow up professionally on outstanding invoices based on client instructions.
• Record payment information or forward payment details to the accounting team.
• Organize receipts, invoices, reimbursement documents, and other financial records.
• Assist with expense tracking and basic transaction documentation.
• Coordinate with bookkeeping and accounting staff to resolve missing administrative information.
• Maintain the confidentiality of customer, vendor, and financial information.

The Virtual Assistant will not provide accounting, tax, legal, or financial advice unless appropriately qualified and specifically authorized by the assigned client.

Marketing and Business Development Support

Depending on the assigned client’s requirements, the Virtual Assistant may also:

• Update contact and prospect information in the client’s CRM platform.
• Assist with email newsletters and marketing communications.
• Schedule approved social media content.
• Format blog posts, announcements, and promotional materials.
• Maintain prospect lists and business development trackers.
• Coordinate webinars, client events, and online presentations.
• Prepare basic engagement and campaign reports.
• Perform market or prospect research using approved resources.
• Support referral and client follow‑up programs.
• Ensure all materials follow the client’s brand and communication standards.

Qualifications

• Bachelor’s degree in Business Administration, Office Administration, Communication, Accounting, Finance, or a related field is preferred.
• Previous experience as a virtual assistant, executive assistant, administrative assistant, office coordinator, client-service representative, or similar role.
• Experience supporting U.S.-based clients or professional services firms is strongly preferred.
• Strong proficiency in Microsoft 365, including Outlook, Word, Excel, PowerPoint, Teams, and OneDrive.
• Familiarity with Google Workspace, including Gmail, Calendar, Docs, Sheets, Drive, and Meet.
• Experience managing calendars, email inboxes, documents, and virtual meetings.
• Excellent written and verbal English communication skills.
• Strong grammar, proofreading, and professional writing abilities.
• High level of organization, accuracy, and attention to detail.
• Ability to prioritize assignments and manage multiple deadlines.
• Ability to follow written procedures and client-specific instructions.
• Strong problem-solving skills and the ability to work independently.
• Professional and courteous approach to client communication.
• Ability to handle confidential business and client information appropriately.
• Willingness and ability to work hours aligned with the assigned U.S. client.
• Reliable internet connection and a quiet, professional remote‑work environment.

Qualifications

• Experience supporting a U.S. CPA, accounting, bookkeeping, tax, legal, or professional services firm.
• Experience with client onboarding and professional services administration.
• Familiarity with accounting or tax terminology.
• Experience using customer relationship management, practice management, or project management software.
• Familiarity with basic billing, invoicing, or bookkeeping processes.
• Experience preparing reports, presentations, and process documentation.
• Knowledge of U.S. business communication standards and workplace practices.
• Experience coordinating marketing, social media, or email campaigns.
• Advanced Microsoft Excel or Google Sheets skills.
• Experience working in a remote or offshore support environment.

Software and Technology