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 Executive Assistant 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
- Opportunity to grow with a scaling boutique firm
Originally posted on Himalayas