Job Description
JOB OVERVIEW
We are seeking a full-time Virtual Executive and Administrative Assistant who is detail‑oriented, organized, and an excellent communicator. You will act primarily as an executive assistant to a busy accounting firm partner and provide general administrative, operational, and bookkeeping support to a team of busy accountants.
WHAT YOU WILL DO
Calendar and Email Management: Monitor high-volume inboxes, schedule client and internal meetings, and assist with planning and tracking practice development projects
Bookkeeping: Perform light bookkeeping functions and manage accounts receivables, including the preparation and sending of invoices, tracking of outstanding payments, and management of collections of overdue invoices
Client Onboarding and Compliance: Provide administrative and basic accounting support to the team of accountants for handling client intake (i.e., drafting engagement letters and coordinating KYC records), updating and maintain client communication logs and digital working papers, preparing and organizing working papers for tax returns and tax planning files, etc.
File Organization: Organize and format documents and other firm/client materials to maintain a secure digital filing system
Cross-Functional Team Support: Support other operations and projects of the firm including, but not limited to, marketing initiatives, professional development planning, HR functions, etc.
Liaison Duties: Serving as the primary point of contact between the partners and staff, clients, and external vendors, ensuring a professional and responsive "firm face"
Personal Assistance: Assist with light personal administrative tasks (e.g., coordinating mail or courier arrangements), time and expense tracking, and travel arrangements
WHAT YOU WILL BRING
Professionalism, Reliability, and Discretion: Ability to handle sensitive and confidential information, financial data and internal firm strategy with the highest level of confidentiality, accuracy, and attention to detail
Proactive and Innovative Anticipatory Service: Thinking three steps ahead to solve logistical bottlenecks, and improve productivity and efficiency for individually, for the partners, and as a team
Technical Proficiency: Mastery of Microsoft 365 and Google Workspace; familiarity with Zoom, Adobe, Quickbooks Online, TaxPrep, and Notion
Elite Interpersonal and Communication Skills: Exercise verbal and written precision for clear and concise communication to manage expectations, build strong rapport, and promote the firm's values and professional standards in every interaction
Preferred Attributes: Experience or familiarity with accounting, administration, invoicing, client service, marketing operations, and/or Mandarin/Cantonese communications
Job Type: Full-time
Pay: $45,000.00-$80,000.00 per year
Benefits:
On-site parking
Work from home
Work Location: Hybrid remote in Mississauga, ON
We are seeking a full-time Virtual Executive and Administrative Assistant who is detail‑oriented, organized, and an excellent communicator. You will act primarily as an executive assistant to a busy accounting firm partner and provide general administrative, operational, and bookkeeping support to a team of busy accountants.
WHAT YOU WILL DO
Calendar and Email Management: Monitor high-volume inboxes, schedule client and internal meetings, and assist with planning and tracking practice development projects
Bookkeeping: Perform light bookkeeping functions and manage accounts receivables, including the preparation and sending of invoices, tracking of outstanding payments, and management of collections of overdue invoices
Client Onboarding and Compliance: Provide administrative and basic accounting support to the team of accountants for handling client intake (i.e., drafting engagement letters and coordinating KYC records), updating and maintain client communication logs and digital working papers, preparing and organizing working papers for tax returns and tax planning files, etc.
File Organization: Organize and format documents and other firm/client materials to maintain a secure digital filing system
Cross-Functional Team Support: Support other operations and projects of the firm including, but not limited to, marketing initiatives, professional development planning, HR functions, etc.
Liaison Duties: Serving as the primary point of contact between the partners and staff, clients, and external vendors, ensuring a professional and responsive "firm face"
Personal Assistance: Assist with light personal administrative tasks (e.g., coordinating mail or courier arrangements), time and expense tracking, and travel arrangements
WHAT YOU WILL BRING
Professionalism, Reliability, and Discretion: Ability to handle sensitive and confidential information, financial data and internal firm strategy with the highest level of confidentiality, accuracy, and attention to detail
Proactive and Innovative Anticipatory Service: Thinking three steps ahead to solve logistical bottlenecks, and improve productivity and efficiency for individually, for the partners, and as a team
Technical Proficiency: Mastery of Microsoft 365 and Google Workspace; familiarity with Zoom, Adobe, Quickbooks Online, TaxPrep, and Notion
Elite Interpersonal and Communication Skills: Exercise verbal and written precision for clear and concise communication to manage expectations, build strong rapport, and promote the firm's values and professional standards in every interaction
Preferred Attributes: Experience or familiarity with accounting, administration, invoicing, client service, marketing operations, and/or Mandarin/Cantonese communications
Job Type: Full-time
Pay: $45,000.00-$80,000.00 per year
Benefits:
On-site parking
Work from home
Work Location: Hybrid remote in Mississauga, ON
💡 Quick Summary
Seeking a career-building opportunity? The Full-Time Virtual Executive and Administrative Assistant position is now open for candidates interested in the Admin Executive sector. This role in Mississauga offers a professional environment and growth potential.
Requirement Snapshot: Candidates should possess basic communication skills, a proactive attitude, and the ability to work in a team. Experience in Admin Executive is a plus.
