Administrative Virtual Assistant

Role Summary We’re looking for a reliable Administrative Virtual Assistant to handle invoicing, accounts receivable tracking, reconciliation prep, tax-summary prep, and organized documentation. This is a strictly administrative role . No marketing, no strategy, no decision-making. The goal is to keep financial records clean, admin work off the founder’s plate, and partner materials easy to find and share. Key Responsibilities 1. Weekly Invoicing & Accounts Receivable Create and send weekly invoices Update invoice and customer records Track payments and reconcile AR by account Prepare a simple AR summary (paid / outstanding / overdue) Flag issues or discrepancies 2. Quarterly Accounting & HST Prep (Prep Only) Match invoices to bank transactions Pull together sales, expenses, and tax data Create a clear HST summary table for the accountant (You prepare; accountant files) 3. Content & Document Organization Keep business documents organized and up to date Create share-ready folders for: Distributor and retailer forms Promotions and demo materials Product specs, UPCs, nutritionals, images Make sure files are easy to find and quick to share 4. SOPs & Documentation Write simple SOPs for admin tasks (invoicing, AR, reconciliation, content organization) Keep SOPs updated for future reference and onboarding 5. Admin Updates Short weekly status update Prepare quarterly hand-off package for accountant Tools You’ll Use Xero, Square (invoicing & payments) Google Suite (Sheets, Docs, Drive, Gmail) WhatsApp (communication) Canva (organizing approved assets only) ChatGPT (summaries, SOP formatting, documentation help) Time Commitment 8 hours per week One 1-hour live work session per week (Google Meet) Out of Scope (Important) Marketing or content creation Social media or newsletters Pricing or sales decisions Customer negotiations or collections Tax filing or legal decisions Ideal Fit Very organized and detail-oriented Comfortable with numbers and spreadsheets Follows instructions and boundaries Communicates clearly and flags issues early