Experienced Tax Practice Virtual Assistant | TaxDome Migration & Client Support | $12-15/hr | 15-20 hrs/week

THE ROLE:
We need a reliable, experienced virtual assistant to support our tax practice during a critical software migration and ongoing operations. This is NOT an entry-level position. We need someone who understands US tax practice workflows and can work independently with minimal supervision.
Primary Responsibilities:

Lead TaxDome migration project (moving 30 clients from Canopy to TaxDome)
Organize and upload client documents to TaxDome portal
Set up client folder structures and workflow automations
Send client communications regarding portal access and document requests
Monitor client document uploads and follow up on missing items
Maintain organized filing system in SmartVault document management
Calendar management and appointment scheduling

Email management and client correspondence
Tax season support (scanning, organizing, basic data entry)
Administrative tasks as assigned

Schedule:
15-20 hours per week, primarily during US Pacific Time business hours (8am-5pm PST). You must have at least 4-5 hours of overlap with California business hours.

REQUIRED QUALIFICATIONS:
Must Have:

Minimum 3 years experience working with US CPA firms or tax practices (not general accounting)
Strong understanding of US tax practice workflows and tax season operations
Experience with practice management software (TaxDome, Canopy, Karbon, SafeSend, or similar)
Excellent written English with professional business communication skills
Proven track record of reliability and follow-through
Available to start within 2 weeks
Stable work situation (NOT currently pursuing graduate degree or thesis work)
Comfortable working independently with clear instructions

Strongly Preferred:

Direct experience with TaxDome platform
Familiarity with SmartVault or similar document management systems
Experience with client portal implementations
Knowledge of Drake Tax, ProConnect, or other professional tax software
Previous experience supporting solo practitioners or small firms

Nice to Have:

Bookkeeping background
QuickBooks Online experience
Social media or content management skills


WHAT WE'RE NOT LOOKING FOR:

Students working on degrees (we need consistent availability)
Entry-level VAs looking to "learn on the job"
General administrative VAs without tax practice experience
Anyone not available during US Pacific business hours
People juggling multiple clients who can't prioritize our work


WHAT WE OFFER:
Rate: $12-15/hour depending on experience (paid twice monthly via PayPal or bank transfer)
Hours: 15-20 hours per week, with potential to increase during tax season (January-April)
Work Style:

Clear SOPs and systems
Regular weekly check-in meetings
Supportive, professional environment
Direct access to firm owner (responsive communication)
Long-term opportunity for the right person

Growth Potential: As our coaching practice grows, there may be opportunities to take on marketing, client onboarding, or bookkeeping support for coaching clients.

TO APPLY:
Please submit the following (applications without ALL items will not be considered):

Your resume highlighting US tax practice experience
Cover letter answering these specific questions:

What US tax software have you worked with?
Describe your experience with practice management or document management systems
What's your experience level with TaxDome specifically?
Why are you NOT pursuing any degrees or other major commitments right now?
What hours (PST) are you available to work?
Tell me about a time you managed a software migration or implementation project


References: At least one reference from a US CPA firm or tax practice you've worked with
Skills Assessment: In your cover letter, describe how you would handle this scenario:
A client emails saying they can't find the document you uploaded to TaxDome yesterday. What are the 3-4 steps you'd take to resolve this?

Subject Line: "Tax VA - [Your Name] - [Years of Tax Experience]"
Example: "Tax VA - Maria Santos - 5 Years Tax Experience"

IMPORTANT NOTES:

Start date: Within 1 weeks of hire
This is a contractor position
We're looking to hire ONE person for the long term, not multiple part-timers
First 2 weeks will be a paid trial period
Training materials for Tax Dome will be provided
Weekly video check-ins required


OUR SELECTION PROCESS:

Review applications (we respond to qualified candidates within 48 hours)
Brief Zoom interview (20-30 minutes)
Paid skills assessment (2-3 hours)
Final decision and onboarding

We're looking to hire by [DATE - 2 weeks from posting].