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

Virtual Assistant (Operations, Billing & Client Support) - Remote