Virtual Administrative Assistant
AI Summary
A Virtual Administrative Assistant provides comprehensive administrative and operational support, managing calendars, documentation, correspondence, scheduling, special projects, and light accounting tasks in a fast-paced remote environment.
About this role
This position is listed on behalf of a partner company, who manages all applications and next steps. Our partner is looking for a Virtual Administrative Assistant based in Canada.
This role plays a key part in ensuring smooth day-to-day operations across administrative, coordination, and communication functions within a fast-paced virtual environment. You will support leadership and internal teams by managing scheduling, documentation, and workflow organization with precision and reliability. The position requires someone who is proactive, detail-oriented, and comfortable handling multiple priorities independently. You will contribute directly to operational efficiency by streamlining processes and maintaining high-quality administrative standards. Working remotely, you will collaborate with cross-functional teams and external stakeholders across various functions. This is an opportunity to join a dynamic setup where your organizational strengths and problem-solving mindset will have a real operational impact.
Accountabilities:
In this role, you will provide comprehensive administrative and operational support to ensure seamless business functions and effective coordination across teams.
- Provide high-level administrative support including research, report preparation, memo drafting, and correspondence management
- Manage calendars, appointments, meetings, conference calls, and scheduling logistics using Google Workspace tools
- Coordinate internal and external meetings, including preparing agendas, presentations, and supporting materials
- Support special projects and initiatives, ensuring timely execution and follow-up on deliverables
- Maintain and organize digital filing systems, ensuring accuracy, accessibility, and confidentiality of records
- Handle communication with clients, partners, and internal teams via email and phone with professionalism and responsiveness
- Monitor office and digital operational tools, coordinating with vendors or support teams when required
- Assist in improving processes by identifying efficiency gaps and recommending workflow enhancements
- Perform light accounting and administrative financial tracking tasks when needed
- Maintain strict confidentiality while working with sensitive organizational information
- College diploma required; Bachelor’s degree in Business Administration or related field preferred
- Minimum 5 years of experience in a virtual administrative or office support role
- Strong written and verbal communication skills in English; bilingualism (English/French) is an asset
- High attention to detail with strong organizational and multitasking abilities
- Proficiency in Microsoft Office Suite and Google Workspace tools
- Familiarity with QuickBooks or basic accounting support is an advantage
- Strong data entry, documentation, and analytical skills
- Ability to manage sensitive and confidential information with discretion
- Excellent time management skills with the ability to prioritize and meet deadlines
- Proactive mindset with sound judgment, problem-solving ability, and adaptability
- Flexible working hours (part-time or full-time options available)
- Fully remote work environment (Canada-based, with flexible location within supported regions)
- Competitive compensation based on experience
- Opportunity to work in a collaborative and dynamic virtual organization
- Exposure to diverse administrative, operational, and business support functions
- Learning opportunities across administration, coordination, and process improvement
- Potential for long-term engagement and growth within the organization.
Requirements:
The ideal candidate is a highly organized and resourceful professional with strong communication skills and the ability to thrive in a remote, fast-moving environment.
