Virtual Assistant Needed for Administrative SupportFreelanceJobs • Canada
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Virtual Assistant Needed for Administrative Support
FreelanceJobs
- Canada
- Canada
À propos
I'm looking for a highly organised Virtual Assistant to provide ongoing admin, systems and compliance support. This role is not primarily social media management. Content support may be occasional, but the main requirement is strong admin capability, accuracy, and the ability to create structure.
Important Note – Please Read
This role supports a charity. However, the charity does not currently have funding allocated for administrative wages. To ensure we do not misappropriate charity funds, I will be personally paying for this support privately.
Because of that, value for money is essential. I am happy to pay fairly for the right person, but I need someone efficient, capable, and able to work independently.
What I Need Most (Priority #1)
Turning Procedures Out of My Head Into Systems
The first stage of this role is helping me get procedures, workflows and repeatable admin tasks out of my head and into clear systems.
This includes:
Asking the right questions to understand how I currently do things
Turning that into simple written procedures (SOPs)
Creating templates, checklists and repeatable processes
Setting up task boards and tracking systems (Trello / Asana / ClickUp or similar)
Helping make the organisation run smoothly and consistently
This is the most important part of the role.
If you are not confident building admin systems and documenting procedures, this role is not a good fit.
Ongoing Tasks & Responsibilities
1) Admin Support & Organisation
You will assist with:
Inbox triage (sorting, flagging, organising threads)
Drafting replies using templates and a consistent tone
Follow-ups with volunteers, community organisations, suppliers and stakeholders
Maintaining contact lists (clean, organised, up to date)
Managing calendars and reminders
Creating and maintaining spreadsheets for:
trip scheduling
attendance
volunteers
outcomes/feedback tracking
partner organisation records
2) Forms & Documentation
You will help build and maintain:
Google Forms for sign-ups and feedback
Volunteer availability forms
Simple check-in forms and participant records
Consistent document formatting
File naming and folder systems so documents can be found quickly
3) Grant & Compliance Admin (Accuracy is Critical)
A major part of this role is admin support for grant compliance and acquittals.
This may include:
Uploading and labelling receipts/invoices (Hubdoc or similar)
Matching receipts to budget categories
Maintaining an acquittal tracking spreadsheet
Chasing missing invoices from suppliers
Ensuring documents are stored correctly and are audit-ready
Preparing acquittal packs for review and submission
This work requires strong attention to detail. Mistakes in acquittals can cause serious issues for charities, so accuracy matters more than speed in this area.
4) Templates & Repeatable Systems
You will create and maintain templates such as:
trip confirmation emails
volunteer onboarding emails
volunteer thank you messages
sponsor thank you messages
post-trip follow up emails
feedback request messages
internal checklists and admin workflows
5) Light Social Media / Canva Support (Optional)
This is not the core focus, but if you have the skill it is helpful:
turning short updates into basic posts
creating simple Canva tiles (thank you sponsors, trip announcements)
scheduling posts (if required)
Again: this role is admin-first.
Required Skills
To be considered, you must be proficient in:
Written English
You must write clearly and professionally
Strong grammar and spelling are essential
You must be confident writing emails and admin documents without heavy editing
Admin + Organisation
You must be able to work from checklists and create your own
You must be able to keep systems tidy and consistent
Spreadsheets
You must be confident using Google Sheets / Excel
You must be able to maintain trackers accurately
Google Workspace
Docs, Sheets, Drive, Forms, Calendar
Systems Mindset
You must be able to build procedures, templates and workflows
You must be able to improve organisation, not create more work
Experience with charities, compliance, grants, invoicing, or bookkeeping admin is a major bonus.
Structure
I would like to start with a small paid trial task to confirm we work well together.
If successful, this will become ongoing work (approx. 2–5 hours per week initially, potentially increasing over time).
To Apply
Please include:
Your VA/admin experience
Your weekly availability
Your hourly rate
What tools you use (Google Workspace, Trello, Asana, etc.)
Confirmation that your written English is strong
Any examples of admin work you've done (templates, trackers, systems, etc.)
If you're organised, proactive, and enjoy creating structure and improving systems, I'd love to hear from you.
Contract duration of 1 to 3 months. with 30 hours per week.
Mandatory skills: Virtual Assistance, Email Communication, Scheduling, Administrative Support
Compétences linguistiques
- English
Avis aux utilisateurs
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