Operations & Executive Assistant (Remote – Philippines)

Job Overview / Description
MUST OVER LAP 4 hours with Pacific Time in Canada

We are a Canadian Managed IT Services company supporting about 225 devices across 15 business clients.

We are hiring an Operations & Executive Assistant to help remove operational bottlenecks so the founder can focus on growing the business.

Your mission is to help the company scale from 225 endpoints to 500+ endpoints while keeping operations organized and efficient.

You will assist with daily operations, client administration, billing coordination, and internal organization.

You will also help identify ways to use AI tools to automate repetitive work and improve processes.

Primary Responsibilities

Founder Support
• Manage and organize email inbox
• Respond to simple client inquiries
• Schedule meetings and follow-ups
• Track action items and tasks
• Prepare weekly operations summaries

Client Operations
• Track client users, devices, and licenses
• Maintain client records and documentation
• Assist with onboarding new clients

Billing Support
• Prepare invoices in Wave Accounting
• Track payments and deposits
• Follow up overdue invoices
• Review Microsoft 365 licenses for billing accuracy

Operations Monitoring
• Monitor support tickets in our Kaseya software stack
• Flag unresolved issues
• Ensure documentation is updated

Growth Support
• Maintain prospect lists
• Help organize proposals
• Assist with onboarding new clients

AI & Automation
• Use AI tools where possible to improve efficiency
• Help identify tasks that can be automated
• Assist with improving internal processes as the company grows

Required Skills

• Excellent English communication
• Highly organized and detail-oriented
• Reliable and consistent
• Able to manage multiple tasks independently

Helpful experience

• bookkeeping or invoicing
• Microsoft 365
• PSA or ticket systems
• AI tools (ChatGPT or similar)

Tools Used in Our Company

• Wave Accounting (may change in future)
• Kaseya software stack
• Microsoft 365
• PSA / ticket systems
• spreadsheets and documentation tools

Personality We Are Looking For

• Extremely organized
• Detail-focused
• Proactive problem solver
• Calm and dependable
• Interested in improving systems

Weekly Report You Will Prepare

• invoices sent
• payments received
• overdue invoices
• operational issues needing attention
• priorities for the coming week

Long-Term Opportunity

This role may grow into:

• Operations Manager
• Finance Coordinator
• Automation / Process Manager

We are looking for someone who wants a long-term role and can grow with the company.

Application Instructions

When applying, include:

Your experience with operations, admin, or bookkeeping

Tools you have used

Your experience using AI tools

An example of a time you caught or prevented an error at work

Applications that do not follow these instructions will not be considered.