Virtual Assistant – Business & Finance Management (Multi-Brand Support)

Job Title:

Virtual Assistant – Business & Finance Management (Multi-Brand Support)

Type:
Part-Time (15–20 hrs/week to start) | Long-Term | EST Overlap Required
Overview:

We are a multi-venture entrepreneurial couple based in Atlanta, GA, launching and operating several small businesses across art logistics, wellness, e-commerce, and creative consulting. We are seeking a highly organized, detail-oriented Virtual Assistant with strong business and finance skills to support the setup, structure, and ongoing management of our businesses’ financial and administrative systems.

This role requires experience with U.S.-based business finance—including tax documentation, bookkeeping, basic compliance, and structuring. You’ll work directly with us to build efficient systems across multiple business lines and help us stay on top of administrative and financial responsibilities.
???? Your Responsibilities Will Include:
Business Structure & Compliance

Help set up and maintain business documentation (LLCs, DBAs, EINs, business licenses)

Organize operating agreements, contracts, and annual renewals

Track compliance deadlines and maintain an internal calendar (state filings, renewals, tax deadlines)

Research and manage state-specific requirements as needed (Georgia + other states)

Finance & Bookkeeping Systems

Set up and maintain clean, audit-ready books (QuickBooks, Wave, or custom Google Sheets)

Create and manage monthly profit & loss statements and cash flow reports

Reconcile accounts and categorize expenses across business lines

Organize receipts, invoices, W9s, and other key records

Set up financial dashboards using Google Sheets or Notion

Tax Prep Support

Gather, prepare, and organize documents for personal and business taxes (2022–2024)

Coordinate with our tax professional as needed

Ensure all documentation is accessible, up to date, and aligned with IRS expectations

Track deductible expenses and tax-saving opportunities year-round

Payroll & Contractor Pay

Help identify the right payroll system (e.g., Gusto or QuickBooks)

Set up and process payroll for business owners and/or contractors

Maintain clean contractor records and help with 1099 issuance

Grant Research & Application Support

Identify relevant grants for our businesses (wellness, arts, Black-owned, small biz)

Track grant deadlines and eligibility

Assist with drafting and submitting basic applications and progress reports

General Admin (Finance-Focused)

Help manage financial emails and reminders

Organize digital files (Google Drive/Dropbox)

Track meetings, calls, and financial deadlines

Support occasional vendor research (banking, merchant accounts, insurance)

? Ideal Qualifications:

3+ years of bookkeeping, business admin, or operations support experience

Familiarity with U.S. tax and small business regulations

Experience working with multi-business owners or managing multiple financial systems

Strong proficiency in QuickBooks, Google Sheets, and other bookkeeping tools

Excellent communication and follow-up skills

Highly organized, self-managed, and trustworthy

Bonus: Experience with Notion, Monday.com, or ClickUp

Bonus: Familiarity with Gusto, Stripe, Square, or e-commerce integrations

=Hours & Compensation:

Start with 15–20 hours/week

Flexible hours but must overlap with U.S. Eastern Time for at least 2 hours/day

Pay depends on experience (please include your hourly rate)

Long-term potential to grow with the business