Part-Time Executive Virtual Staff | EST | Canada

OVA Virtual; Canada; Remote; CAD 9,800 - 14,000; Part time

Job summary

OVA Virtual is seeking a Part-Time Executive Virtual Staff to provide high-level administrative, executive, operations, and back-end support from Canada. The role requires managing email, calendars, CRM data, and client invoicing, with strong English communication and independent work capability.

The position is 20 hours per week, Monday–Friday, 9:00 PM–1:00 AM Philippine Time (EST). Compensation is $5.50 per hour with remote, international scope.

Qualifications

• Experience in Executive/Virtual/Administrative Assistant roles.
• Experience providing executive support and admin tasks.
• Experience managing executive inboxes and calendars.
• Familiarity with CRM systems and maintaining client records.
• Experience handling invoicing, receipts, and basic financial admin.
• Experience with professional LinkedIn communication.
• Strong written and verbal English communication.

Responsibilities

• Manage and organize the executive's email inbox and calendar.
• Identify urgent messages, follow-ups and action items.
• Track deadlines and commitments; prioritize weekly tasks.
• Provide general administrative support and client-related tasks.
• Manage CRM data: contacts, notes, follow-ups, activities.
• Prepare and send client invoices; monitor payments.

Skills

Executive assistance

Inbox management

Calendar management

CRM familiarity

Invoicing & receipts

LinkedIn communication

English written & verbal

Time management

Attention to detail

Independent work

Tools

CRM software

Invoicing software

Job description

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 professional 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.