Virtual Assistant (Bookkeeping + General Admin)

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About the Role:

I run a growing consulting business in Toronto, Canada, and I’m looking for a highly reliable and trustworthy VA to handle bookkeeping tasks while also managing miscellaneous but critical administrative work.

This role is ideal for someone who is detail-oriented, proactive, and experienced in bookkeeping, while also being comfortable handling various administrative tasks. You’ll be responsible for reconciling transactions, tracking consulting opportunities, and managing day-to-day operational issues.

Key Responsibilities

1. Bookkeeping & Financial Admin (40%)

Categorizing and reconciling 20-30 transactions per month (2-3 hours/month)
Asking insightful follow-up questions regarding financial transactions
Looking up foreign exchange (FX) rates and recording FX fees
Managing and updating books, including HST breakout and expense backfilling for year-end reports

2. Contract Monitoring, Pitching, and Research (40%)

Scanning 3-4 consulting opportunity websites for new contracts (3x/week, ~5 hours/month)
Logging relevant contract opportunities for review
Writing contract pitches using a custom GPT assistant (5 hours/month)

3. General Admin & Ad Hoc Tasks (20%)

Examples include:

Handling software support issues (e.g., liaising with customer support for software bugs)
Managing Amazon returns and client gift follow-ups
Requesting refunds (e.g., car rentals, subscriptions, etc.)
Updating Figma files and supporting project tasks
Handling credit card point disputes/issues
Writing follow-up emails using ChatGPT

Requirements
- Strong bookkeeping experience (Wave, Xero, QuickBooks), or CPA background
- Prior experience as a Virtual Assistant or Admin Assistant
- C1 English proficiency or higher (written and spoken)
- Strong attention to detail and reliability
- Personality fit: DISC profile - S+C oriented (supportive, precise, structured)

Nice to Have

Experience using Figma for simple edits and updates
Have earned trust from previous clients to manage or access emails
Daily use of AI tools (e.g., ChatGPT, automation tools)

How to Apply

1. To ensure you have reviewed this job posting thoroughly, please include the phrase “Rockstar” in your application.
2. Please provide an example (max. 2-3 sentences) of how you went an extra mile for a client.