Executive Virtual Assistant - Remote

Role Purpose & Goal

We're looking for a highly organized, proactive Virtual Assistant to support our Founder & CEO across social media, light bookkeeping, event planning, and day-to-day executive operations. This role is central to keeping the founder's time protected and the business running smoothly behind the scenes.

The core purpose of this role is to take administrative tasks off the Founder's plate so she can dedicate her time to revenue-generating activities like client relationships and business development.

About Us

Flexihire Talent is an HR and Recruitment Outsourcing company serving startups and growing businesses across the USA, Canada, and globally. We deliver HR operations, recruitment, payroll, and HR advisory, built on people-first values and done the right way.

We're a small, fast-moving team ourselves, and we hire people who want that same kind of ownership. If you like clear impact over corporate bureaucracy, you'll fit right in.

As a growing startup, we need someone who can contribute from day one. This role requires proven virtual assistant or executive assistant experience. We are not able to train candidates new to this type of work, so we can only consider applicants who already have the skills and track record outlined below.

Key Responsibilities

• Engage on posts per day, spread out through the day for natural, organic-looking engagement (not batched)
• Monitor and flag important messages and people needing the Founder's attention (potential clients, key contacts). Founder still personally manages her own inbox for people she knows directly
• Maintain and protect the Founder's professional image and reputation across all social platforms, representing her voice and brand appropriately at all times
• Flag Partnerships, Event Invitations & Collaboration Opportunities to founder

• Track Accounts Receivable (AR) in Wise and QuickBooks Online (QBO), and Accounts Payable (AP) in QBO, fully owning this function (currently handled by the Founder)
• Prepare and send client invoices via QuickBooks
• Run recurring payroll cycles and expense reports
• Monitor contractor payment runs across Rippling and Remitly to confirm payments process successfully, flagging and resolving any failures
• Send contracts to clients via QuickBooks and manage e-signature workflows via DocuSign

• Flag important updates or issues from staff to the Founder proactively, ensuring nothing falls through the cracks
• Coordinate with internal team members to book time on the Founder's calendar when she needs to join interviews or when a team member needs to meet with her

• Plan and coordinate 4x per year HR events, each with a minimum of 25 in-person participants, including agenda building, invitations, venue/vendor coordination, and expense tracking
• Research and shortlist networking events and opportunities for the Founder to attend for business development

• Design presentation decks, social graphics, and other visual materials in Canva
• Support with occasional calendar coordination as needed (Founder primarily manages her own calendar via booking pages and Calendar Bridge, but this person acts as the point of contact for internal scheduling requests)
• Acts as a strategic right-hand, managing complex calendars, communications, and daily operations.
• Support ad hoc administrative and executive tasks as needed

• 2+ years of experience as a Virtual Assistant, Executive Assistant, or similar role
• Demonstrated experience managing a founder's or executive's LinkedIn presence, including writing in someone else's voice
• Working knowledge of QuickBooks, Wise, and Upwork for financial tracking
• Familiarity with Rippling and Remitly, or similar payroll/payment platforms
• Comfortable using softwares for contract workflows
• Proficiency in Canva for creating decks and visual content
• Fluent in English, both oral and written, with a professional and presentable manner (this role involves direct representation of the Founder)
• Must have a stable high-speed internet connection
• Professional remote work setup, including a computer and other necessary equipment

• Experience supporting a founder or C-level executive directly
• Event planning or coordination experience
• Background in HR, recruitment, or professional services industries

• Discretion and trustworthiness with sensitive financial and business information
• Strong written communication and brand voice adaptation
• Proactive problem-solving with minimal oversight
• Detail-oriented, especially around payments and contracts
• Time management and ability to juggle multiple recurring workflows
• Polished, professional presence for any video calls or client-facing interactions

Tools

Slack, Google Suite (Sheets, Docs, Calendar, etc.) LinkedIn, QuickBooks, Wise, Upwork, Rippling, Remitly, DocuSign, Canva, Claude/AI Powered Tools

Working Conditions / Location

This is a fully remote role. The working hours are 8:00 AM to 4:00 PM Pacific Time (Vancouver time), Monday through Friday.

Founder & CEO

• Work directly with a founder building a growing HR outsourcing company
• Broad, high-trust role with real ownership over key operational areas
• A long-term, stable role, not project-based or short-term
• Gross pay of ₱25,000 per month. This is a contractor role, so you manage your own taxes
• Guaranteed Annual Increases
• 15 days paid time off/year
• 1 birthday PTO, because your day matters
• Team building and additional perks as we grow

1. Recruiter interview
2. Hiring manager interview
3. Final interview
4. Reference checks
5. Offer

Our Process

We review all applications carefully and aim to respond to every candidate within two weeks of the closing date listed on the advert. We encourage you to take the time to prepare a thoughtful application.