Executive Assistant / Marketing & Leadgen Support

About the Role

We are looking for a driven, detail-oriented full-time Virtual Assistant to support a growing consulting firm based in Ontario, Canada. This is a long-term role with real ownership, a clear path to expanding scope, and direct working relationships with the owners.
The primary focus of this role (about 60% of your time) is supporting a boutique consulting firm that specializes in financial planning and analysis (FP&A) technology implementations for financial institutions across North America. The work is varied and growing — executive support, sales and marketing coordination, client administration, and internal operations.
The remaining 40% of your time supports a small related business run by the owner’s spouse — a solo law practice in Ontario. This portion is general administrative support only. No legal experience or training is required. We will handle all legal work internally. What we need on this side is scheduling, client communication, document organization, and invoice coordination — the same administrative skills that make you strong on the consulting side, applied to a second business.
Think of this as one role supporting one household of small businesses, with consulting as the primary focus and the law practice as a lighter secondary stream. You will work directly with both owners and will not be managing two separate workloads competing for attention.

Who We Are Looking For
This role comes with a high degree of autonomy. You will not be micromanaged. That also means we need someone who takes ownership, thinks ahead, and delivers work that is accurate and polished the first time.
The right person for this role is:

• Genuinely driven. You take pride in your work and want to grow with the business. You care about outcomes, not just checking boxes.
• Extremely detail-oriented. You catch the small things that others miss. Typos in client-facing documents, a missing date on a form, or an incorrect figure on an invoice are the kinds of things you naturally flag.
• Professional in tone and conduct. You represent both businesses to clients, referral partners, and prospects. Your written communication reflects well on us.
• Proactive. When you see something that needs doing, you do it or raise it. You do not wait to be asked.
• Trustworthy and discreet. You will handle confidential financial, business, and client information every day.
• Comfortable supporting two related businesses. Both are small and owner-operated. The work is varied but the skills are the same across both.

Role Details
Hours 40 hours/week, Monday to Friday
Schedule Eastern Time business hours (9 AM to 5 PM ET)
Location Remote (Philippines preferred)
Role Focus Primary: consulting firm support | Secondary: general admin for a solo law practice
Compensation $8 to $12 USD/hour depending on experience
Tools All software, licenses, and tool access provided
Start Date As soon as possible

Primary Focus: Consulting Firm (60%)
Executive Assistant and Scheduling

• Manage the founder’s calendar, schedule client meetings, and resolve conflicts
• Prepare meeting agendas and distribute post-meeting notes and action items
• Inbox triage: flag urgent emails, draft routine replies for review, and archive low-priority messages
• Coordinate scheduling across multiple time zones with clients and partners
• Book travel and personal appointments as needed

Sales and Business Development

• Manage LinkedIn Sales Navigator: build saved searches, create lead lists, and flag warm prospects
• Research target prospects and gather relevant background before outreach
• Monitor LinkedIn for trigger events such as core system conversions, executive hires, and FP&A job postings
• Draft first-pass outreach messages for the founder’s review
• Follow up with prospects who have gone quiet
• Keep the sales pipeline tracker updated and accurate

Marketing and Content

• Schedule and post LinkedIn content from a provided content calendar
• Repurpose existing content (posts, articles, client case studies) into other formats
• Update the company website with new content, case studies, or team information
• Prepare and format marketing materials, one-pagers, and client-facing documents
• Maintain a competitor and market positioning reference file

Client and Project Administration

• Send invoices and follow up on outstanding payments
• Chase signatures on contracts and statements of work
• Prepare and send project status updates to clients
• Coordinate client onboarding logistics (kickoff scheduling, document collection, access setup)

Internal Operations

• Track team PTO, utilization hours, and project timelines
• Manage software subscriptions and renewal dates
• Coordinate with vendors for compliance, insurance, and managed services
• Update and maintain employee handbook, policies, and compliance documentation

Secondary Focus: Law Practice Admin Support (40%)
This portion is general administrative support for a solo law practice. No legal experience is required. All legal work and judgment is handled by the lawyer. Your role on this side is to keep the office organized, manage client-facing logistics professionally, and handle admin work so the lawyer can focus on her clients.

Scheduling and Client Communication

• Manage the lawyer’s calendar and coordinate client meetings
• Screen and route incoming calls and emails; flag urgent items
• Respond to routine client inquiries using provided templates
• Conduct initial client intake calls using a provided script and questionnaire
• Send reminders for upcoming meetings and appointments

File and Document Organization

• Open and set up new client files in the practice management system (training provided)
• Organize and index client documents and correspondence
• Populate standard templates with client information for the lawyer’s review and finalization
• Send out prepared documents for signature using Adobe or similar virtual signing tools
• Archive and close out completed files per firm procedures

Billing and Admin

• Prepare invoices from time entries for the lawyer’s review
• Send invoices to clients and follow up on outstanding accounts receivable
• Organize expense receipts and support bookkeeping
• Maintain client contact lists and referral partner databases

Marketing Support

• Schedule and post social media content from a provided calendar
• Update the firm’s website with new content as provided
• Collect and help publish client testimonials and reviews

Requirements

• 3+ years of experience as a virtual assistant, executive assistant, or in a BPO/administrative role
• Exceptional attention to detail. This is non-negotiable.
• Strong written and spoken English with a professional tone
• Self-starter who takes initiative, follows through consistently, and thrives with autonomy
• Comfortable working North American Eastern Time hours
• Experience with common business tools: Google Workspace, Microsoft Office, Teams, Adobe, and Zoom
• Ability to maintain strict confidentiality with sensitive client and business information
• Familiarity with LinkedIn (Sales Navigator experience is a plus; we will train)
• Reliable internet connection and a quiet, professional work environment

Strongly Preferred

• Experience supporting sales or marketing activities, such as managing a CRM, researching prospects, scheduling social media content, or coordinating outreach campaigns
• Demonstrated ability to create or format polished marketing materials
• Prior experience supporting a small business owner or professional services firm

Nice to Have

• Experience with Canva or basic graphic design tools
• Experience in financial services, consulting, or B2B professional services
• Prior experience supporting a law firm or professional services practice (not required; we will train)

What You Get

• A long-term role with a growing consulting firm and a stable law practice, not a short-term gig
• All software licenses and tools provided (LinkedIn Sales Navigator, Adobe, Microsoft 365, practice management software, and others as needed)
• Direct working relationship with both business owners
• Clear path to expanding scope and responsibility as the consulting firm grows
• Paid time off and other benefits consistent with Philippines employment standards

How to Apply
Please send your resume along with a brief message (3 to 5 sentences) explaining why you are a good fit for this role. Highlight any experience supporting a small business owner, working across multiple priorities, or managing sales and marketing coordination.

Include your hourly rate expectation in USD and your availability to start. We value reliability, discretion, and a proactive attitude. If you are someone who takes ownership of tasks and follows through consistently, we would love to hear from you.