General Virtual Assistant – Operations, Bookkeeping & Events

General Virtual Assistant – Operations, Bookkeeping & Events

Client Industry: Leadership Development / Experiential Leadership

Employment Type: Full-Time (40 hours/week)

Work Setup: Remote

Client Location: Canada

Time zone: 8:00 am - 5:00 pm Mon-Fri (Eastern Time)

Salary: 40k/Monthly

Project summary

We will recruit and place a Virtual Assistant to become the primary administrative, bookkeeping, and event logistics coordinator for the Canadian Leadership Company. The VA will manage routine accounting tasks, event coordination, and light marketing support.

The objective is to eliminate the founder's administrative burden, manage repetitive event logistics, and ensure business continuity while the founder is off the grid, allowing management to focus on higher-level priorities.

Bookkeeping & Financial Administration

• Manage daily accounting tasks and bill management
• Track cash flow, monitoring money coming in and going out
• Upload and organize financial receipts
• Create budgets for monthly experiential leadership events
• Process invoices and pay vendors/stakeholders after events conclude
• Chase outstanding invoices and collect payments from clients

Event Coordination & Logistics

• Manage repetitive, routine logistical tasks for monthly off-site events
• Coordinate basic facility and on-site requirements (e.g., venue prep)
• Maintain business operations and run the show while the founder is away on extended, off-the-grid mountaineering expeditions

Marketing Support

• Take on basic, day-to-day marketing tasks to relieve the founder's workload
• Manage and support company social media efforts

Job Description

Role Summary

The Canadian Leadership Company is seeking a highly organized and dependable Virtual Assistant to become a key operational support resource across administration, bookkeeping, event logistics, and basic marketing.

This role is designed to significantly reduce the founder's day-to-day administrative workload and ensure the business continues to operate smoothly when the founder is unavailable, including during extended off-the-grid mountaineering expeditions.

The ideal candidate is someone who can take ownership of recurring administrative and financial tasks, stay on top of deadlines, coordinate routine event logistics, and proactively keep things moving without requiring constant supervision.

Key Responsibilities
Bookkeeping & Financial Administration

• Manage day-to-day bookkeeping and accounting-related administrative tasks.
• Manage bills, invoices, receipts, and other financial documentation.
• Track cash flow, monitoring money coming into and going out of the business.
• Upload, organize, and maintain financial receipts and records.
• Prepare monthly budgets for experiential leadership events.
• Process invoices and coordinate payments to vendors and stakeholders following events.
• Follow up on outstanding client invoices and assist with payment collection.
• Maintain accurate and organized financial information for ongoing business operations.

Event Coordination & Logistics

• Coordinate recurring administrative and logistical requirements for monthly off-site leadership events.
• Manage routine event preparation tasks and ensure logistical details are handled on schedule.
• Coordinate basic facility and on-site requirements, including venue preparation and related arrangements.
• Communicate with vendors, stakeholders, and other parties as needed to ensure events run smoothly.
• Maintain organized event information, schedules, requirements, and follow-up tasks.
• Take ownership of recurring logistics so the founder does not need to manage routine event administration personally.

Business Operations & Administrative Support

• Provide reliable day-to-day administrative support across the business.
• Monitor recurring tasks, deadlines, payments, and operational requirements.
• Keep business activities moving forward when the founder is unavailable.
• Identify outstanding items and follow up proactively rather than waiting for instructions.
• Maintain organized records, documentation, and operational information.
• Help ensure continuity of business operations during extended periods when the founder is off the grid.

Marketing & Social Media Support

• Handle basic, recurring marketing and administrative tasks.
• Support the company's day-to-day social media activities.
• Assist with organizing and maintaining social media content and schedules.
• Provide general marketing support as needed to reduce the founder's workload.

REQUIREMENTS
Core Requirements

• Previous experience in administrative, operations, bookkeeping, or executive support roles.
• Strong organizational skills and excellent attention to detail.
• Comfortable handling financial records, invoices, receipts, and routine bookkeeping tasks.
• Able to manage recurring responsibilities and deadlines independently.
• Strong written and verbal English communication skills.
• Comfortable coordinating with vendors, clients, stakeholders, and service providers.
• Highly dependable and capable of working with limited supervision.
• Strong follow-through and willingness to proactively chase outstanding tasks.
• Able to manage multiple areas of responsibility without losing track of details.
• Comfortable taking ownership of routine business operations.

Technical Skills

Required or Strong Advantage

• Experience with accounting or bookkeeping software.
• Experience with invoicing and accounts receivable/payable processes.
• Proficiency with spreadsheets and financial tracking.
• Familiarity with cloud-based business tools and document management.
• Experience managing social media platforms and basic marketing tools is an advantage.

Work Ethic & Behavioral Expectations

Nice-to-Have

• Previous experience supporting a founder, entrepreneur, or small business owner.
• Experience coordinating events, retreats, workshops, or off-site programs.
• Experience working with leadership development, coaching, consulting, or experiential learning businesses.
• Experience managing vendor relationships and event-related logistics.
• Experience supporting social media or basic digital marketing activities.
• Previous experience in a role requiring a high degree of independence and ownership.

• Highly dependable — the founder needs to trust that responsibilities will continue moving without constant oversight.
• Proactive — identifies what needs to be done and follows up without waiting to be reminded.
• Organized — able to keep financial, administrative, event, and marketing tasks properly tracked.
• Detail-oriented — particularly when handling financial records, invoices, payments, and event requirements.
• Resourceful — comfortable figuring out routine issues and finding solutions independently.
• Accountable — takes ownership of assigned responsibilities from start to completion.
• Comfortable working independently — able to maintain business continuity when the founder is unavailable.
• Consistent — capable of reliably managing repetitive operational tasks while maintaining accuracy.

Success Metrics
First 30 Days

• Understand the company's recurring administrative, financial, and event processes.
• Take ownership of routine bookkeeping and administrative tasks.
• Become familiar with the company's vendors, financial records, and recurring event requirements.
• Establish reliable systems for tracking outstanding tasks, invoices, payments, and event logistics.

Within 90 Days

• Independently manage recurring bookkeeping and financial administration.
• Coordinate routine logistics for monthly events with minimal founder involvement.
• Maintain accurate records and timely follow-up on invoices and payments.
• Reliably handle day-to-day administrative requirements without needing constant direction.
• Provide consistent support for the company's social media and basic marketing activities.

Ongoing Success

• The founder is no longer required to personally manage routine administrative and logistical work.
• Monthly events are consistently prepared and supported without last-minute administrative gaps.
• Financial records, invoices, receipts, payments, and collections remain organized and up to date.
• Outstanding tasks are proactively identified and resolved.
• The business continues operating smoothly even when the founder is unavailable for extended periods.
• The VA becomes a trusted operational resource who can independently keep routine business activities moving.