Executive Administrative & Research Virtual Assistant

This is a fully remote position, open to applicants in United States.

📋 Description

• Review incoming GCIS emails to extract pertinent information for CRM entry.

• Create and update contacts, companies, buyer/seller profiles, and deal records within Zoho.

• Document notes, conversations, follow-up dates, and correspondence.

• Attach emails and relevant documents to CRM records.

• Clean up duplicate, incomplete, or outdated information.

• Organize the inbox and highlight items that require the client’s attention.

• Save attachments and business documents in Microsoft SharePoint.

• Maintain well-organized folders and subfolders.

• Implement consistent naming and filing conventions.

• File contracts, purchase orders, company records, and supporting documents.

• Identify and manage duplicate or outdated files.

• Research grant opportunities, RFPs, government procurement chances, and First Nations procurement and economic-development programs.

• Identify organizations that may benefit from consulting or grant-writing services.

• Locate relevant decision-makers and their contact information.

• Monitor deadlines, eligibility criteria, contract values, and funding amounts.

• Maintain research in shared spreadsheets or documents.

• Prepare concise summaries that explain the relevance of opportunities and recommend contacts.

• Deliver defined-scope services with professionalism, adhering to written timelines, guidelines, and deliverables.

• Provide support to a Vancouver-based business owner running a global B2B brokerage and consulting firm.

⛳️ Requirements

• 2+ years of experience in administrative, executive-assistant, or operations roles required.

• Strong experience with CRM systems is essential.

• Proficiency in Zoho is highly preferred.

• Familiarity with Microsoft SharePoint is strongly preferred.

• Professional inbox management experience is preferred.

• Excellent proficiency in written English is required.

• Strong online research abilities are necessary.

• Experience in B2B, procurement, grant, or Indigenous-business research is an advantage.

• Highly organized and detail-oriented.

• Strong background in executive assistance or operations.

• Excellent online research skills.

• Accuracy in CRM and data entry is crucial.

• Comfortable managing highly confidential information.

• Proactive approach while knowing when to seek clarification.

• Ability to adhere to SOPs and work independently.

• Comfortable utilizing AI as a tool without depending on it as the final authority.

• Proficient with Zoho CRM, Microsoft SharePoint, Microsoft Office / Google Workspace, Google Sheets / Docs, and AI Productivity Tools.

• Strong spoken and written English is required.

• Availability for 10 contracted hours per week, Monday through Friday.

• Ability to work flexible PST business hours.

• Must operate under a Master Services Agreement and Statement of Work as an independent contractor.

🏝️ Benefits

• Competitive compensation rates.

• Weekly payment schedule.

• Various open positions are available.

• Access to free training and upskilling opportunities.

• Ongoing support and guidance.

• A vibrant community that is always ready to assist you.

• Flexible working hours.

• Remote work options.

• Contracted hours may increase based on performance and workload.