Job Description

We are seeking a highly organized and detail-oriented Virtual Assistant to support daily administrative, client coordination, and light finance-related tasks. The role focuses on email management, scheduling, project tracking, billing support, and CRM/data entry work.

The ideal candidate is proactive, reliable, and comfortable handling both administrative and light bookkeeping responsibilities in a structured, fast-paced professional environment.

Key Responsibilities

Email Management & Distribution

• Manage high-volume email inbox
• Sort, prioritize, and distribute emails to relevant staff members
• Ensure timely responses and proper routing of client communications
• Track important email requests and follow-ups

Calendar & Appointment Management

• Manage client and internal calendars
• Schedule meetings, appointments, and reminders
• Ensure all bookings are organized and conflict-free

Task & Project Management

• Maintain and update to-do lists and project trackers
• Monitor project progress and status updates
• Follow up on outstanding client requirements
• Ensure projects remain active and do not stall due to missing information

Client Communication & AR Follow-ups

• Send client statements of account via email
• Follow up on outstanding balances and pending responses
• Maintain consistent client communication for collections and updates

Billing & Time Tracking Support

• Generate weekly and monthly reports for time spent on client work
• Assist in Work-In-Progress (WIP) reporting for billing review
• Prepare draft billing using internal time entries
• Import billing and job data (data entry) into systems for review

Accounting & CRM Support

• Process deposits and record transactions in CRM (CCH iFirm / CCI System)
• Update records in QuickBooks
• Assist with light bookkeeping tasks and financial data entry

Administrative & Personal Support

• Manage personal reminders such as birthdays and special occasions
• Assist with online purchases (e.g., Amazon ordering when required)

LinkedIn Management

• Manage client LinkedIn account activity
• Handle basic engagement such as accepting requests, posting updates, and maintaining presence

Requirements

• Proven experience as a Virtual Assistant or Administrative Assistant
• Strong English communication skills (written and verbal)
• Excellent organizational and multitasking abilities
• High attention to detail and accuracy in data entry
• Ability to work independently with minimal supervision
• Experience with email, calendar, and task management tools
• Comfortable handling confidential financial and client information

Preferred Skills

• Experience in accounting support, bookkeeping, or AR/AP tasks
• Familiarity with QuickBooks or CRM systems (e.g., CCH iFirm / similar)
• Experience with billing, invoicing, or time tracking systems
• Exposure to client management or professional services environments

Benefits

• Full-time remote role (WFH)
• Must be available during EST working hours (9:00 AM – 5:00 PM Toronto time)
• Strong accountability and consistency in daily task execution
• Ability to manage multiple workflows and recurring tasks efficiently