Executive Assistant

Executive Virtual Assistant – Catering & Franchise Support (Ontario-Based Pizza & Coffee Brand)



We are seeking a proactive, highly organized, and reliable Executive Virtual Assistant based in the Philippines to support a fast-growing pizza and coffee franchise in Ontario, Canada. You will help manage catering outreach, permits, staff onboarding, file systems, and executive tasks — acting as a true right-hand to the owner.



Key Responsibilities



Catering Lead Generation & Cold Calling



Research and build lists of catering prospects (offices, schools, productions, etc.)
Make cold calls during North American business hours (EST)
Send templated follow-up emails and log responses
Track leads in Google Sheets or CRM




File & System Organization



Audit and organize our OneDrive folders by store, department, and function
Create naming conventions and master folders for menus, HR, SOPs, and permits
Maintain digital filing structure weekly




Executive Assistant Duties



Manage calendar bookings and reminders
Take minutes during weekly management calls and send action summaries
Follow up on outstanding to-dos and deadlines
Reviewing Invoices




Permits & Compliance Support



Research local permits (health, signage, building)
Pre-fill permit forms and track submission status
Follow up with city departments via email or phone
Franchising Follow up




Hiring & Onboarding Support



Post job ads on Indeed, Facebook, and other platforms
Screen applicants and shortlist for interview
Schedule interviews and send templated job offers
Collect and organize onboarding documents




Qualifications



2+ years as an Executive or Virtual Assistant (experience in fast-paced environments preferred)
Excellent spoken and written English
Comfortable with cold calling in North American English
Highly organized with strong attention to detail
Strong internet connection, computer, and headset
Familiar with Gmail, Google Calendar, OneDrive, Trello or ClickUp; Canva is a plus




Working Hours



20 hours per week
Must be available partially during EST (Canada) business hours, especially for calls
Long-term opportunity with potential to grow




Compensation



Salary negotiable based on experience
Paid weekly via Wise or Payoneer
Raises and bonuses available based on performance




How to Apply

Please email the following:



Your resume
A 2–3 minute voice recording introducing yourself and explaining your most relevant experience
One paragraph on why this role excites you