Virtual Assistant

Description We are looking for a detail-oriented bilingual assistant to support a creative professional services team with accounting, email, sales, project, and administrative tasks. This role is ideal for someone organized, proactive, and comfortable managing multiple workflows remotely. Duties / Tasks to perform - Reconcile bank and credit card transactions in Xero - Upload receipts and invoices to Hubdoc - Monitor overdue accounts receivable and follow up as needed - Track and process accounts payable and timely invoice payments - Communicate with vendors or clients regarding payment updates - Review and triage Gmail inboxes daily - Respond to booking, invoice, and basic inquiry emails - Prepare and send invoice proposals as directed - Follow up weekly on open quotes and proposals - Review Shopify order activity and identify leads or trends - Build and update potential client lists based on provided criteria - Schedule meetings and consultations through Calendly - Track client communication history and next steps in a shared CRM or project tool - Build project timelines and task lists in project management tools - Follow up with project managers or collaborators for updates - Maintain project documentation in Google Drive - Place online orders for office or studio supplies as needed - Organize digital files, records, checklists, and SOPs - Support occasional Canva design tasks Schedule: Part-time. Monday to Friday between 8:30/9:30am–12:30/1:30pm (GMT -8-00) Pacific Time (US & Canada). Benefits - Fully remote work environment - Stable, long-term collaboration - Clear scope of responsibilities and structured workflows - Training and onboarding support - Opportunity to work with international teams - Exposure to modern tools and professional processes - Supportive and collaborative work culture - Opportunity for skill development and career growth

Requirements - Fluent English and Spanish communication skills - Experience with Xero, Hubdoc, Gmail, Google Drive, Google Docs, and Google Sheets - Familiarity with Shopify, Calendly, Canva, CRM, or project management tools - Strong attention to detail and follow-through - Ability to manage accounting, administrative, and client-facing tasks professionally - Comfortable working independently and escalating important issues when needed - Organized, proactive, and able to prioritize tasks across departments