Part-Time Executive Virtual Staff | EST | Canada

20 hours per week | Monday–Friday – 9:00 PM–1:00 AM Philippine Time

Rate: $5.50

Overview

We are looking for an experienced Executive Virtual Staff member to provide high-level administrative, executive, operations, and back-end support.

We are looking for the following specific requirements

- Previous experience in an Executive Assistant, Virtual Assistant, or Administrative Assistant role
- Experience providing administrative and executive support
- Experience managing executive inboxes and calendars
- Familiarity with CRM systems and maintaining accurate client/prospect records
- Experience handling invoicing, receipts, and basic financial administration
- Experience with qualified LinkedIn communication
- Strong written and verbal English communication skills
- Strong organizational and time-management skills
- Excellent attention to detail
- Ability to manage multiple priorities and deadlines
- Comfortable communicating with executives, clients, and external vendors
- Able to work independently with minimal supervision
- Able to maintain confidentiality and professionalism at all times
- Available to work Monday–Friday, 20 hours per week, during the required schedule

Your responsibilities will include (but are not limited to):

Executive Support

- Manage and organize the executive’s email inbox.
- Identify urgent messages, follow-ups, and action items.
- Help organize and prioritize tasks throughout the week.
- Track outstanding actions, deadlines, and commitments.
- Provide general administrative support to the executive.
- Assist with administrative tasks relating to the executive’s clients when required.

Calendar Management





- Manage the executive’s calendar and appointments.
- Schedule and reschedule meetings as required.
- Identify scheduling conflicts and coordinate necessary changes.
- Ensure the calendar remains accurate, organized, and up to date.
- Provide reminders for important meetings and commitments.

LinkedIn & Communication

- Monitor and respond to LinkedIn messages based on agreed guidelines.
- Flag important conversations or opportunities requiring the executive’s personal attention.
- Follow up on conversations when appropriate.
- Maintain professional and timely communication.

CRM Management

- Keep the CRM accurate, clean, and updated.
- Update client and prospect information.
- Record relevant communications, notes, follow-ups, and activities.
- Identify incomplete or outdated records and ensure they are corrected.
- Help ensure no important client or prospect follow-up is missed.
- Prepare and send client invoices.
- Monitor invoice records and flag outstanding payments for follow-up.
- Organize and manage business receipts.
- Maintain accurate records of receipts, invoices, and supporting documentation.
- Coordinate with the executive or finance/accounting support when necessary.

Client Support

- Assist with administrative requests relating to the executive’s clients.
- Coordinate client follow-ups.
- Ensure client requests are properly tracked.
- Help maintain a responsive and professional client experience.
- Escalate matters requiring the executive’s direct involvement.

We primarily hire talented Virtual Assistants to support clients from around the world in areas such as administration, customer service, social media management, e-commerce support, and more. We also occasionally open positions for specialized roles depending on client needs.

📌 Part-Time Executive Virtual Staff | EST | Canada
🏢 OVA Virtual
📍 Canada