Executive Virtual Assistant

I use Xero to manage client information, prepare proposals, send invoices, and update client accounts once payments are received, keeping records accurate and current.

I manage our day-to-day cash flow — deciding which payments to prioritize, releasing cheques, and receiving client payments directly. I keep a close eye on our accounts to make sure we stay on top of what's owed and what's coming in, so the business maintains healthy cash flow.

I maintain accurate records across client accounts, HR files, and internal systems using Xero, Excel, and Google Sheets. This includes updating client information, logging employee attendance, absences, and leaves, and auditing payment records against our accountant's reports to catch and correct any mismatches. I take a detail-focused approach to keep information reliable and up to date for the whole team.

Scheduling meetings, coordinating with attendees across different time zones, and keeping everything organized so nothing gets missed or double-booked.

I manage and organize email inboxes by prioritizing urgent messages, filtering out spam or low-priority items, and making sure important client or business communications are addressed promptly.

I keep both digital records and daily tasks structured and easy to manage from organizing client files and documents to maintaining accurate records across Xero, HR data, and inventory. I also stay organized when juggling multiple priorities, such as scheduling meetings, tracking invoices and payments, and following up on pending tasks, so nothing falls through the cracks.

I coordinate and schedule meetings across different time zones for teams of 5-8 people, sending invites, confirming availability, and following up with attendees to make sure everything runs on time.

I handle client communication across both billing and general support sending invoices, statements of account, and payment confirmations, as well as addressing client questions and concerns as they come up. I aim to respond promptly and keep communication clear and professional at every step.

I take minutes and notes during various meetings including client demos, addressing client concerns, and internal management meetings capturing key points and action items to make sure nothing gets missed and everyone stays aligned afterward.