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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
LinkedIn & Social Presence
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
Bookkeeping & Payments
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
Team & Internal Communication
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
Events & Business Development
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
Admin Support
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
Required Qualifications
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
Preferred Qualifications
Experience supporting a founder or C-level executive directly
Event planning or coordination experience
Background in HR, recruitment, or professional services industries
Core Competencies / Skills
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.
Reports To Founder & CEO
Why Join Us
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 Recruitment Process Recruiter interview Hiring manager interview Final interview Reference checks 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.
