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

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 presence 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 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