• Manages projects on behalf of our clients, managing and meeting deadlines • Complete a variety of virtual assistant tasks including scheduling, emailing, lead conversion management, research projects, data entry, and many more different types of projects • Professionally communicate with clients and adjust to their changing priorities, needs, and deadlines using their business values and processes as a guiding principle

• Manage complex executive diaries and coordinate meetings across multiple time zones • Draft and manage correspondence on behalf of senior leaders • Prepare briefing packs, board reports, and presentation materials • Coordinate travel, accommodation, and itineraries • Act as a gatekeeper and primary point of contact for internal and external stakeholders

• Manage calendars, meetings, appointments, and scheduling conflicts. • Organize daily and weekly priorities based on urgency and business impact. • Prepare simple summaries of upcoming tasks, meetings, and priorities. • Ensure important deadlines, appointments, and follow-ups are not missed. • Create, send, and track invoices using QuickBooks. • Monitor outstanding invoices and follow up on overdue payments. • Maintain accurate and organized billing records. • Flag invoice discrepancies, missing information, or payment delays. • Convert voice notes, messages, and instructions into organized task lists. • Assign deadlines and track action items through completion. • Follow up with internal and external contacts regarding outstanding requirements. • Maintain a consistent 24–48-hour follow-up cycle. • Escalate tasks that are delayed, blocked, or require executive attention. • Maintain simple tracking systems using Notion, Google Sheets, or Microsoft Excel. • Keep project information, deadlines, and action items organized and updated. • Provide visibility across multiple projects and business workflows. • Organize information between email, calendars, QuickBooks, and task-tracking tools. • Improve basic administrative systems when needed. • Manage operational emails and SMS follow-ups. • Respond to routine administrative inquiries using approved information. • Route incoming requests to the appropriate person or system. • Log important requests, updates, and action items. • Maintain clear and professional written communication. • Provide simple status reports showing completed, pending, and blocked tasks. • Track project progress, deadlines, and operational bottlenecks. • Maintain light tracking of project costs against expected expenses. • Highlight overdue items, risks, and priorities requiring attention.

Role Description We are looking for a highly organized and dependable Executive Assistant to support the day-to-day operations of multiple business ventures, including construction, creative, and operational projects. This role focuses on calendar management, invoicing, task follow-through, communication, and maintaining simple tracking systems. The ideal candidate takes ownership of responsibilities, follows up consistently, and ensures that priorities, deadlines, and outstanding tasks are clearly tracked and completed. This is primarily a back-end operations role and does not involve client-facing meetings or relationship management. Key Responsibilities - Calendar and Priority Management - Manage calendars, meetings, appointments, and scheduling conflicts. - Organize daily and weekly priorities based on urgency and business impact. - Prepare simple summaries of upcoming tasks, meetings, and priorities. - Ensure important deadlines, appointments, and follow-ups are not missed. - Invoicing and QuickBooks Support - Create, send, and track invoices using QuickBooks. - Monitor outstanding invoices and follow up on overdue payments. - Maintain accurate and organized billing records. - Flag invoice discrepancies, missing information, or payment delays. - Task Management and Follow-Through - Convert voice notes, messages, and instructions into organized task lists. - Assign deadlines and track action items through completion. - Follow up with internal and external contacts regarding outstanding requirements. - Maintain a consistent 24–48-hour follow-up cycle. - Escalate tasks that are delayed, blocked, or require executive attention. - Systems and Project Tracking - Maintain simple tracking systems using Notion, Google Sheets, or Microsoft Excel. - Keep project information, deadlines, and action items organized and updated. - Provide visibility across multiple projects and business workflows. - Organize information between email, calendars, QuickBooks, and task-tracking tools. - Improve basic administrative systems when needed. - Back-End Communication - Manage operational emails and SMS follow-ups. - Respond to routine administrative inquiries using approved information. - Route incoming requests to the appropriate person or system. - Log important requests, updates, and action items. - Maintain clear and professional written communication. - Reporting and Operational Visibility - Provide simple status reports showing completed, pending, and blocked tasks. - Track project progress, deadlines, and operational bottlenecks. - Maintain light tracking of project costs against expected expenses. - Highlight overdue items, risks, and priorities requiring attention. Qualifications - Previous experience as an Executive Assistant, Operations Assistant, Administrative Assistant, Project Coordinator, or similar role. - Experience managing calendars, schedules, priorities, and follow-ups. - Familiarity with invoicing, billing, or basic QuickBooks functions. - Strong organizational and task-management skills. - Comfortable working across multiple businesses, projects, and priorities. - Strong written English communication skills. - Proficiency in Google Calendar, email, Google Sheets, or Microsoft Excel. - Ability to work independently and complete tasks without repeated reminders. - Availability during Canadian/North American business hours. Preferred Qualifications - Experience using QuickBooks Online. - Experience using Notion or a similar project-management platform. - Familiarity with Google Voice or SMS-based business communication. - Experience supporting construction, creative, or service-based businesses. - Basic experience tracking project expenses, invoices, or operational costs. Ideal Candidate - Highly organized, proactive, and dependable. - Consistent with follow-ups and task completion. - Comfortable receiving instructions through voice notes and messages. - Able to identify urgent tasks and prioritize effectively. - Detail-oriented when handling schedules, invoices, and business records. - Confident working independently in a fast-moving environment. - Able to maintain visibility across multiple projects without becoming overwhelmed. Success in This Role - No missed invoices, deadlines, appointments, or follow-ups. - Clear visibility across active projects and outstanding tasks. - Accurate and organized billing and operational records. - Consistent completion of tasks without repeated reminders. - Reduced scheduling and administrative workload for the executive. - Timely reporting of completed, pending, and blocked items.