Executive Virtual Assistant | Administrative & Operations Support (Remote)

Company: The Canadian Collector Group Inc.
Location: Remote – Philippines
Position: Part-Time Executive Virtual Assistant
Schedule: Monday–Friday, 12:00 PM–4:00 PM Eastern Time (Toronto, Canada)
Hours: 20 hours per week
Compensation: $3.96 USD per hour
Opportunity: Long-term position with potential for increased hours and full-time employment

About The Canadian Collector Group Inc.

The Canadian Collector Group Inc. is a growing Canadian professional services company specializing in accounts receivable management, collection services, credit bureau reporting support, and related administrative solutions.

We work with businesses, property owners, legal professionals, and other organizations across Canada, providing professional, organized, and results-focused services.

As our company continues to grow, we are seeking a highly organized, resourceful, and dependable Executive Virtual Assistant to work directly with the business owner and support our daily administrative operations.

This is an opportunity for someone who enjoys bringing structure to a growing business, taking ownership of responsibilities, and contributing to a professional organization over the long term.

About the Position

We are looking for an exceptional Executive Virtual Assistant who is proactive, detail-oriented, professional, and capable of managing multiple administrative responsibilities with accuracy and discretion.

You will work closely with the business owner to help coordinate communications, maintain organized systems, manage administrative follow-ups, and ensure important tasks are completed efficiently.

The ideal candidate is someone who takes initiative, anticipates administrative needs, and enjoys creating structure in a fast-paced environment.

This is primarily an executive administrative and operations support position, not a call centre or high-volume sales role.

Previous experience in collections is not required. Training and guidance will be provided.

Key Responsibilities

1. Executive Email & Inbox Management

Organize, monitor, and maintain professional business email inboxes.

Review incoming correspondence, identify priorities, and flag urgent or time-sensitive matters.

Draft clear, professional email s to clients, business contacts, and service providers.

Send routine follow-up email s, reminders, confirmations, and document requests using approved instructions and templates.

Maintain an organized email filing system and track outstanding correspondence.

Ensure inquiries and administrative requests receive timely attention.

2. CRM & Account Administration

Enter new client information and account details into the company's CRM system.

Create, update, and maintain accurate client and account records.

Organize electronic files, supporting documentation, and account notes.

Track account statuses, outstanding tasks, deadlines, and follow-up dates.

Identify missing information and coordinate administrative requests for required documents.

Maintain accurate records to support efficient internal operations.

3. Client Intake & Administrative Coordination

Assist with onboarding new clients and organizing incoming account information.

Send intake forms, administrative confirmations, and document requests.

Coordinate routine communications with clients and business contacts.

Follow up on outstanding documentation, pending requests, and incomplete submissions.

Maintain organized records of client interactions and administrative activities.

Assist with preparing basic administrative documents and correspondence.

4. Executive & Business Operations Support

Assist the business owner with organizing daily priorities and administrative responsibilities.

Maintain calendars, reminders, schedules, and follow-up lists.

Monitor outstanding action items and help ensure deadlines are met.

Create and update spreadsheets, trackers, and basic administrative reports.

Help develop efficient filing systems, templates, and internal workflows.

Assist with scheduling meetings and coordinating routine business activities.

Provide additional executive and general administrative assistance as required.

5. Professional Communication & Follow-Up

Respond professionally to routine administrative inquiries within approved guidelines.

Send approved reminders and administrative follow-up correspondence.

Make occasional professional outbound calls to clients, vendors, and business contacts when required.

Document communications accurately and update internal records.

Escalate sensitive, urgent, or complex matters to the business owner.

Important: This role does not initially involve independent debt collection negotiations, legal advice, or unauthorized access to sensitive financial information. Duties and system permissions will be assigned according to company procedures and applicable requirements.

Required Qualifications

We are seeking candidates with the following qualifications:

Excellent written and spoken English, with strong professional communication skills.

Previous experience as an Executive Assistant, Virtual Assistant, or Administrative Assistant.

Exceptional organizational skills and attention to detail.

Experience managing professional email inboxes and multiple administrative priorities.

Proficiency with Microsoft Outlook, Excel, Word, and Google Workspace.

Experience using CRM systems and maintaining accurate electronic records.

Ability to draft professional business correspondence independently.

Strong time management skills and the ability to meet deadlines.

Ability to follow detailed instructions while exercising sound judgment.

High standards of confidentiality, professionalism, and discretion.

Reliable high-speed internet, a personal computer, a headset, and a quiet workspace.

Availability to work the required Canadian Eastern Time schedule.

Preferred but not required:

Experience with QuickBooks.

Accounts receivable or financial administration experience.

Legal administration or professional services experience.

Experience supporting a business owner or company executive.

Familiarity with workflow management, document organization, and process improvement.

The Ideal Candidate

We are particularly interested in someone who:

Is naturally organized, meticulous, and dependable.

Enjoys creating order and improving administrative systems.

Takes ownership of assigned responsibilities.

Can work independently without constant supervision once trained.

Communicates clearly and provides regular progress updates.

Anticipates follow-up needs and proactively identifies unfinished tasks.

Handles repetitive administrative work with consistency and accuracy.

Understands the importance of client confidentiality and data security.

Maintains a professional and positive approach to work.

Is interested in developing a long-term working relationship with a growing Canadian company.

We value reliability, initiative, integrity, attention to detail, and accountability.

What Success Looks Like

Success in this position means helping create a well-organized and efficient administrative environment where:

Business inboxes are consistently organized and monitored.

Client correspondence and administrative requests are addressed promptly.

CRM records and supporting documents are accurate and up to date.

Follow-ups, deadlines, and outstanding tasks are tracked consistently.

Important matters are communicated clearly to the business owner.

Administrative processes become more efficient over time.

Our goal is to find someone who can become a trusted and dependable part of our daily operations.

Working Hours & Compensation

Schedule: Monday–Friday
Hours: 12:00 PM–4:00 PM Eastern Time (Toronto, Canada)
Total: 20 hours per week
Compensation: $3.96 USD per hour

Candidates must be available during the stated schedule, including corresponding overnight hours in the Philippines.

This position is part-time initially, with the potential to increase hours and responsibilities based on performance, reliability, and business needs.

We are seeking someone interested in a stable, long-term opportunity.

Confidentiality & Professional Standards

As our company handles confidential business and financial information, the successful candidate must demonstrate a strong commitment to privacy, data security, and professional conduct.

The selected candidate will be required to follow company confidentiality procedures, use approved business systems, and maintain appropriate safeguards when handling assigned information.

A confidentiality agreement may be required before beginning work.

How to Apply

Please include the following information in your application:

A brief professional introduction and summary of your administrative experience.

Your experience managing business email inboxes and CRM systems.

The software and business tools you have used.

Your experience drafting client correspondence and making occasional professional phone calls.

Your expected hourly rate in USD.

Confirmation that you can work Monday–Friday, 12:00 PM–4:00 PM Eastern Time.

A brief explanation of why you believe you would be a strong fit for this position.

Important application instruction:

Please include the words “Organized and Detail-Oriented” in the subject line of your application so we know you have carefully reviewed the full job description.

We appreciate candidates who demonstrate professionalism, initiative, and attention to detail throughout the application process.

We look forward to connecting with qualified candidates who are interested in growing with The Canadian Collector Group Inc.