Overview:
We are seeking a highly organized and detail-oriented Executive Administrative Virtual Assistant to support a growing Canadian tax planning practice. This role is focused on providing administrative, operational, and client support to help streamline business processes and reduce the owner’s day-to-day administrative workload. The ideal candidate is proactive, tech-savvy, highly organized, and comfortable managing multiple priorities while maintaining confidentiality and professionalism.
Industry:
- Tax Planning & Financial Services
Employment Type:
- Part-time (20-25 hours per week)
Schedule:
- Business hours aligned with Eastern Time (Canada)
- Potential to increase hours as business needs grow
Key Responsibilities:
Administrative Support
- Manage and organize client documentation and records
- Maintain digital filing systems and document workflows
- Monitor and organize email communications
- Assist with accounts receivable tracking and follow-up
- Handle administrative tasks and special projects as assigned
Data Management & Reporting
- Perform accurate data entry across various platforms
- Create, update, and maintain spreadsheets and reports
- Organize and reconcile information from multiple sources
- Ensure data accuracy and consistency
Client Support Operations
- Assist with client onboarding and document collection
- Track outstanding client requests and submissions
- Maintain organized client communication records
- Support workflow management and task tracking
Process Improvement & CRM Support
- Help evaluate and implement CRM solutions
- Assist in documenting business processes and procedures
- Identify opportunities to improve operational efficiency
- Support system setup and ongoing maintenance
Required Qualifications:
- Minimum 2 years of administrative or executive assistant experience
- Advanced proficiency in Microsoft Excel
- Strong data entry and database management skills
- Excellent organizational and time management abilities
- Strong written and verbal English communication skills
- Ability to handle confidential information with discretion
- High attention to detail and accuracy
- Ability to work independently with minimal supervision
Preferred Qualifications:
- Experience supporting accounting, tax, bookkeeping, or financial services professionals
- CRM experience (HubSpot, Zoho, Salesforce, or similar)
- Experience with document management systems
- Accounts receivable or financial administration experience
- Process documentation and workflow management experience
Tools & Systems:
- Microsoft Excel
- Microsoft Office Suite
- Email Management Platforms
- JotForm
- CRM Systems (to be implemented)
