Proven experience as an Executive Assistant, Virtual Assistant, or similar role
Strong written and verbal English communication skills
High attention to detail with excellent organisational capability
Comfortable working independently in a remote environment and able to manage multiple priorities with minimal supervision
Requirements:
Manage executive calendars across multiple time zones; coordinate internal and external meetings; draft professional correspondence; liaise with clients, partners, and alumni/ambassador networks
Maintain practitioner timesheets and support contract administration; coordinate travel arrangements; ensure CRM and SharePoint hygiene and up-to-date records
Prepare and track practitioner timesheets and invoices; support client invoicing workflows; assist with bookkeeping administration and reconciliations
Track action items and coordinate meeting materials; support recruitment logistics and onboarding; assist with light marketing and relationship nurturing
Job description
This is a remote position.
A boutique IT strategy, technology, and delivery advisory firm, based in Canada and the US across various time zones, seeks to employ a remote Practice Operations and Admin Coordinator to join their team on a part-time basis, requiring approximately 20 hours per week. The right candidate will provide executive liaison support, manage administrative and finance workflows, assist with delivery coordination, and contribute to recruitment and light marketing initiatives.
Responsibilities:
Executive Liaison & Coordination:
Manage executive calendars across multiple time zones
Coordinate internal and external meetings, including agenda preparation and follow-up
Manage executive inboxes, prioritising and drafting professional correspondence
Coordinate seasonal communications, greetings, and executive relationship touchpoints
Act as liaison between executives, clients, partners, and alumni/ambassador networks
Administration & Practice Operations:
Maintain practitioner timesheets and support contract administration
Coordinate travel arrangements, itineraries, and related logistics
Maintain CRM and systems hygiene, including HubSpot and Microsoft SharePoint
Ensure documentation, folders, and shared records are organised, version-controlled, and up to date
Maintain operational documentation and internal systems integrity
Accounting & Finance Support:
Prepare and track practitioner timesheets and invoices
Support client invoicing workflows
Assist with bookkeeping administration, including receipt management and reconciliations
Maintain accurate documentation to support compliance and financial reporting
Familiarity with QuickBooks is advantageous
Delivery & Engagement Support:
Review and securely store meeting recordings and transcripts where required
Track action items and ensure follow-through on commitments
Support preparation of meeting materials, summaries, and briefing packs
Provide structured coordination support across multiple active engagements
Recruitment Support:
Coordinate interview scheduling across stakeholders and time zones
Assist with candidate screening logistics and shortlisting coordination
Support onboarding administration for new hires and contractors
Marketing & Relationship Nurturing:
Support contact nurturing initiatives and ambassador/alumni programmes
Assist with LinkedIn messaging coordination and posting logistics
Manage conference registrations and pre-conference preparation
Provide light marketing and communications administration
Requirements
Proven experience as an Executive Assistant, Virtual Assistant, or similar role
Hours will be capped at 20 per week and as discussed this can be from 2pm/3pm to 6pm/7pm SA time (8am/9am - 12pm/1pm ET)
Strong written and verbal English communication skills
High attention to detail with excellent organisational capability
Confidence working with senior executives and external stakeholders
Ability to manage multiple priorities with minimal supervision
Comfortable working independently in a remote environment
Tools and Systems: Microsoft Outlook, Microsoft Teams, SharePoint, Microsoft Excel
Familiarity with Quickbooks, HubSpot or CRM tools is an advantage but not essential
Benefits
Work directly with experienced consulting partners and leaders
Exposure to international clients and engagements
High trust environment with autonomy and responsibility
