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

June 13, 2026

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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 presenceRequirements • 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

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