Virtual Administrative Assistant for Non Profit

About Us The Fox Moon Farm Project is a nonprofit in rural Virginia built on a simple belief: nature and animals heal. We provide equine and farm-based learning for individuals with special needs and for those carrying trauma — including county-funded youth and a women’s wellness program. Our work is hands-on, relational, and growing fast. The Role We’re looking for an organized, self-directed Virtual Administrative Assistant to become the operational backbone of the farm. You’ll start part-time and hourly, taking the recurring administrative load off the founder’s plate. As trust builds and the organization grows, so does the role — both in hours and in responsibility. This is a chance to grow with a mission you can feel good about. The work touches client records, county contracts, and financials, so discretion and reliability are essential. The founder is also very busy so this position requires someone who is a self-starter, is a “go-getter”, is hungry for work and can read minds. In all seriousness, we’re looking for a dynamic individual who loves to multi task and cross off their “to do” lists. What You’ll Do (this is a sampling) Scheduling & client registration • Schedule and confirm all daily sessions and coordinate calendars • Handle scheduling for farm tours • Register all new clients — including ensuring registration paperwork and liability/waivers are completed before the start date • Keep the client contact list current County contracts & billing • Manage contracts with County Social Services, updating every three months • Gather all session reports and complete monthly invoices for county clients, submitting to the founder for approval • Handle general invoicing and billing in QuickBooks Finance & accounting • Keep company taxes and financials updated monthly and yearly • Manage financial accounting in QuickBooks — track revenues and expenses and deliver reports to support strategic planning • Email and track all invoices, comparing and contrasting to the calendar to ensure all payments are made in a timely fashion. • Communicate directly with clients to follow up on payments due. Operations • Keep the Master To-Do list updated and help allocate tasks to get them across the finish line • And so much more…. Development & program outcomes • Research opportunities to support fundraising • Gather testimonials and reviews from parents and help update to website, social media, newsletter etc. • Send assessment forms to track client progress Marketing • Support marketing efforts: social media posting via Buffer, emails, one-pagers, newsletters, and other outreach What We’re Looking For • Strong organizational skills and the ability to work independently with minimal oversight • Comfort with QuickBooks and basic bookkeeping/financial reporting • Clear, professional written communication • A GO GETTER! • Knowledge of and comfort with working with Ai tools like Claude and ChatGpt • Discretion handling sensitive client and contract information • Familiarity with tools like Buffer, Google Workspace, and online scheduling (or quick to learn) • A genuine connection to our mission — bonus points for any background in nonprofits, education, social services, or animal/equine work • A big heart! The Details • Type: Hourly, 1099 contractor (with potential to grow into a longer-term part-time role) • Location: Fully remote • Hours: 10-15 hours/week to start, with room to grow