Virtual Assistant

We are looking for a detail-oriented bilingual assistant to support a creative professional services team with accounting, email, sales, project, and administrative tasks. This role is ideal for someone organized, proactive, and comfortable managing multiple workflows remotely.

Duties / Tasks to perform

• Reconcile bank and credit card transactions in Xero • Upload receipts and invoices to Hubdoc • Monitor overdue accounts receivable and follow up as needed • Track and process accounts payable and timely invoice payments • Communicate with vendors or clients regarding payment updates • Review and triage Gmail inboxes daily • Respond to booking, invoice, and basic inquiry emails • Prepare and send invoice proposals as directed • Follow up weekly on open quotes and proposals • Review Shopify order activity and identify leads or trends • Build and update potential client lists based on provided criteria • Schedule meetings and consultations through Calendly • Track client communication history and next steps in a shared CRM or project tool • Build project timelines and task lists in project management tools • Follow up with project managers or collaborators for updates • Maintain project documentation in Google Drive • Place online orders for office or studio supplies as needed • Organize digital files, records, checklists, and SOPs • Support occasional Canva design tasks