Executive Assistant - Part Time (French - English)

Job description

Please whitelist the domains "lever.co" and "hire.lever.co" with your email provider to make sure you get our emails. Disclaimer: This is a generic job description for the position stated below. Actual tasks and tools will be discussed further when you reach the final interview stage. Please ensure you apply for the right job based on your location and experience. We prioritize people who can do this successfully! Executive Assistant - Part Time (French - English) Wing is on the exciting mission of redefining the future of work for companies worldwide! We are looking to be the one-stop shop for companies that are looking to build world-class teams & place their operations on autopilot. And we’re looking for a Executive Assistant - Part Time (French - English) to start immediately Executive Assistant - Part Time (French - English) Salary Range: PHP25,000 - PHP27,500 Client's Industry: Cleaning Services (Commercial & Airbnb) Client location: Quebec City, Canada Assistant Schedule: 1PM - 5PM EST (Thursday to Monday) Client's Company Short Description: A fast-growing commercial and Airbnb cleaning business in Quebec City, Canada, operating for three years, with field staff and supervisors, and a proprietary app for operations management. Scope of Responsibilities: 1. Operations & Data Management Create, update, and maintain client, contract, and team records Ensure data accuracy and consistency across the system Create, modify, or delete cleaning jobs based on client requests Verify that the correct teams are assigned to contracts and jobs Monitor automatically generated jobs and correct errors when needed 2. Daily Operations Coordination Monitor scheduled cleanings to ensure they start on time Contact teams in case of delays or absences Adjust assignments when required Communicate operational issues to the supervisor Apply established escalation rules 3. Customer Service – Level 1 Respond to general client inquiries Handle standard service requests and changes Coordinate additional services when applicable Escalate complex or sensitive cases to the founder 4. Application User Support (Level 1 – Non-Technical) Respond to application usage questions Guide users through features and workflows Help correct user-related errors Collect, document, and report bugs or issues Reproduce simple issues and escalate technical problems (No software development or technical decision-making involved) 5. Onboarding & Integration New Cleaning Teams Introduce the application and standard procedures Support initial setup and answer questions New Contracts Generate cleaning checklists, evaluation grids, and cleaning plans using AI tools Adapt documents based on provided guidelines Prepare materials for final validation 6. Administration & Billing Support Upload and organize purchase receipts Prepare supplier payments Create and send client invoices Correct basic invoicing errors Communicate with subcontractors regarding invoice corrections (Final financial approval remains with the founder) 7. Supervisor Coordination Assign tasks to the supervisor according to defined rules Follow up on task execution Centralize field feedback and provide clear summaries 8. Continuous Improvement (Limited Scope) Identify recurring issues and operational inefficiencies Suggest practical improvements Test new features or workflows Update existing procedures as needed (No strategic, financial, or product-level decisions) Top 3 Key Specific Tasks VA will do: 1. Coordinate daily cleaning operations, including scheduling, assigning, and adjusting cleaning jobs, and following up on delays or issues. 2. Maintain accurate data in the proprietary app (adding/deleting cleanings, assigning teams, onboarding new teams/contracts). 3. Provide first-level customer support via WhatsApp and email, and support onboarding of new teams and contracts. Other Tasks: - Involves posting online job announcements on Canadian platforms, then managing applicant responses to screen, coordinate trial cleanings, and communicate with candidates. It requires following a set procedure, maintaining records, and reporting progress to the client throughout the recruitment process. (Heavily documented & client guided) Software Tools and Websites Required: - Proprietary in-house app (training provided) - WhatsApp (primary communication tool) - Email - Potentially other tools if integration is beneficial VA English Communications according to: - Reading/Comprehension: Good, able to understand instructions and documentation in English & French (client is not a native speaker but communicates well in English too) - Written: Good, able to handle written communication with clients and team via WhatsApp and email for both French & English - Speak: Sufficient for internal communication; most client/team interactions are written in English/French. Technical Requirements: • USB Headset with Noise Cancellation feature • Working Webcam • Computer with at least 1.8 GHz processor and at least 4GB RAM • Main Internet Service Speed: at least 25 Mbps cable connection • Backup Internet Service Speed: at least 10 Mbps Benefits: • Health Insurance (HMO) • Performance Incentives • Job Security and Stability • Paid Training • Inclusive Culture • Upskilling Opportunities • 100% Work-From-Home • Exceptionally Supportive Team • Opportunities for Career Growth • Fun Work Environment • Holiday & Overtime Pay Salary Range: PHP25,000 - PHP27, 500