Location: Remote (Ontario, Canada) — must be legally entitled to work in Canada
Type: Full-time, 35–40 hrs/week Reports to: Darv [Last Name], Founder & Principal
Compensation: Competitive, based on experience
About Vusix Systems
Vusix Systems is a Canadian managed services provider (MSP) based in Ontario, delivering infrastructure management, custom software development, and IT consulting to clients across Canada. We're a small, technically deep team that builds proprietary tooling and operates as a trusted technology partner to mid-market organizations.
About the Role
We're hiring our first Executive Assistant to work directly with the founder. The principal currently spends too much time on administrative work — inbox management, client coordination, vendor follow-ups, invoicing, and bookkeeping support — which pulls focus away from technical delivery and client work. Your job is to take that load off and become the operational backbone of the business.
This is a high-trust, high-autonomy role. You'll have visibility into nearly every part of the business, work directly with clients and vendors on the founder's behalf, and be the person who makes sure nothing falls through the cracks. The right person treats this like a craft, not a task list.
What You'll Own
Inbox and communications Triage the founder's inbox multiple times daily. Archive noise, flag what needs his eyes, draft replies in his voice for routine threads, and send a short daily summary of priorities. Handle scheduling, meeting confirmations, follow-ups, holding replies, and internal coordination directly. Over time, send routine categories without approval.
Calendar and meeting management Own the founder's calendar end-to-end. Schedule client calls, vendor meetings, and internal time. Protect focus blocks. Prep agendas and confirm attendees in advance. Send recaps and track action items afterward.
Client coordination (non-technical) Act as a friendly, professional point of contact for scheduling, status updates, document delivery, and general client liaison. You won't handle technical issues, but you will keep client communication moving so the founder can focus on the actual work.
Vendor and subscription management Track all vendor relationships, renewal dates, contract terms, and recurring subscriptions. Handle vendor back-and-forth, renewal negotiations within set parameters, and escalate anything material. Maintain a clean vendor registry.
Invoicing, AR, and bookkeeping support Issue client invoices through QuickBooks Online, follow up on overdue accounts, reconcile payments, categorize expenses, and keep QBO clean and current. Coordinate with the external bookkeeper/accountant. Flag cash flow concerns early.
Contract and compliance tracking Maintain a calendar of contract renewal dates, insurance renewals, and compliance deadlines. Track client MSA and SOW status. Surface anything requiring the founder's attention well in advance.
General operations Travel coordination, expense reporting, document organization, file management, light project coordination, research tasks, and whatever else keeps the business running smoothly.
Who You Are
You've been an EA, operations coordinator, or office manager for at least 2–5 years, ideally in a small business, professional services firm, or technical company. You write well — clearly, concisely, in a tone that matches the people you support. You're comfortable around technology and don't need hand-holding on tools. You've worked in QuickBooks Online (or similar) and understand the basics of invoicing, AR, and expense categorization. You're discreet and trustworthy; you'll have access to sensitive client and financial information, and you treat it accordingly. You spot the things others miss — the unanswered email, the renewal that's two weeks out, the inconsistency in an invoice. You're proactive without being pushy. When you don't know something, you ask, and you don't ask twice. You're based in Ontario and can overlap reliably with EST business hours.
Tools You'll Use
Microsoft 365 (Outlook, Teams, SharePoint), QuickBooks Online, Zendesk, Slack/Teams, and various internal Vusix tools (you'll be trained). Familiarity with any of these is a plus; willingness to learn quickly is required.
Bonus Points
Experience supporting a founder or principal at an MSP, IT consultancy, or technology company. Familiarity with B2B technology sales cycles, statements of work, or professional services billing. Bookkeeping certification or formal training. Experience with PIPEDA or general data privacy practices.
What This Role Is Not
This is not a customer service or help-desk role. You won't be doing technical IT work, responding to client tickets, or troubleshooting systems. You also won't be a passive task-taker — we need someone who builds structure, not someone who waits for instructions.
Pay: $42,434.46-$90,006.64 per year
Benefits:
- Paid time off
- Work from home
Education:
- Secondary School (preferred)
Language:
Work Location: Remote
