We are seeking a highly organized and detail-oriented Virtual Assistant to support daily administrative, client coordination, and light finance-related tasks. The role focuses on email management, scheduling, project tracking, billing support, and CRM/data entry work.
The ideal candidate is proactive, reliable, and comfortable handling both administrative and light bookkeeping responsibilities in a structured, fast-paced professional environment.
Key ResponsibilitiesEmail Management & Distribution- Manage high-volume email inbox
- Sort, prioritize, and distribute emails to relevant staff members
- Ensure timely responses and proper routing of client communications
- Track important email requests and follow-ups
- Manage client and internal calendars
- Schedule meetings, appointments, and reminders
- Ensure all bookings are organized and conflict-free
- Maintain and update to-do lists and project trackers
- Monitor project progress and status updates
- Follow up on outstanding client requirements
- Ensure projects remain active and do not stall due to missing information
- Send client statements of account via email
- Follow up on outstanding balances and pending responses
- Maintain consistent client communication for collections and updates
- Generate weekly and monthly reports for time spent on client work
- Assist in Work-In-Progress (WIP) reporting for billing review
- Prepare draft billing using internal time entries
- Import billing and job data (data entry) into systems for review
- Process deposits and record transactions in CRM (CCH iFirm / CCI System)
- Update records in QuickBooks
- Assist with light bookkeeping tasks and financial data entry
- Manage personal reminders such as birthdays and special occasions
- Assist with online purchases (e.g., Amazon ordering when required)
- Manage client LinkedIn account activity
- Handle basic engagement such as accepting requests, posting updates, and maintaining presence
Requirements
- Proven experience as a Virtual Assistant or Administrative Assistant
- Strong English communication skills (written and verbal)
- Excellent organizational and multitasking abilities
- High attention to detail and accuracy in data entry
- Ability to work independently with minimal supervision
- Experience with email, calendar, and task management tools
- Comfortable handling confidential financial and client information
- Experience in accounting support, bookkeeping, or AR/AP tasks
- Familiarity with QuickBooks or CRM systems (e.g., CCH iFirm / similar)
- Experience with billing, invoicing, or time tracking systems
- Exposure to client management or professional services environments
Benefits
- Full-time remote role (WFH)
- Must be available during EST working hours (9:00 AM – 5:00 PM Toronto time)
- Strong accountability and consistency in daily task execution
- Ability to manage multiple workflows and recurring tasks efficiently
Skills Required
- Proven experience as a Virtual Assistant or Administrative Assistant
- Strong English communication skills (written and verbal)
- Excellent organizational and multitasking abilities
- High attention to detail and accuracy in data entry
- Ability to work independently with minimal supervision
- Experience with email, calendar, and task management tools
- Comfortable handling confidential financial and client information
- Availability during EST working hours (9:00 AM - 5:00 PM Toronto time)
- Experience in accounting support, bookkeeping, or AR/AP tasks
- Familiarity with QuickBooks or CRM systems (e.g., CCH iFirm / similar)
- Experience with billing, invoicing, or time tracking systems
- Exposure to client management or professional services environments
What We Do
Technology, when paired with the right people, unlocks remarkable growth. That’s the belief behind every solution delivered by Prime System Solution. We bring together the top 1% of global talent to help businesses build smarter systems, reduce operational friction, and stay ahead in today’s competitive landscape. With delivery hubs in Pakistan, the Philippines, and the UAE, and clients across North America, Europe, and the MENA region, the reach is global and the focus is personal. Rooted in a culture of collaboration, innovation, and inclusivity, every team is built to perform because success isn’t just about tools and tech, it’s about the people who power it. Our Core Services: Managed Services Talent Providing on-demand IT and Finance professionals to help organizations scale quickly, reduce hiring costs, and stay competitive. From Cybersecurity specialists, Cloud architects, and Data Scientists to Accountants, Financial Analysts, and Payroll experts. IT Consulting: Guiding businesses through digital transformation with expertise in Cloud, Cybersecurity, Artificial Intelligence, Data Science, and IT Infrastructure to achieve operational excellence. Financial Consulting: Enabling CFOs, startups, and enterprises to make smarter decisions with consulting in Accounting, FP&A, Risk Management, and Business Advisory for sustainable growth. We provide you with the resources so that you can unlock borderless growth.
