Manager Support Assistant

About the Role

We are looking for a highly organized, proactive, and reliable Manager Support Assistant who can provide day-to-day operational and administrative support to a manager.

This role is ideal for someone who can work independently, identify what needs to be done without waiting for constant instructions, manage priorities effectively, and make sure tasks, files, follow-ups, and administrative activities are completed accurately and on time.

The successful candidate should be someone the manager can rely on to keep things organized, follow through on responsibilities, identify potential issues, and help keep daily operations moving smoothly.

This is not primarily an email-management or personal-assistant role. The focus is on operational support, organization, coordination, task management, documentation, follow-ups, and helping the manager stay focused on higher-priority responsibilities.

Key Responsibilities
Provide daily administrative and operational support to the manager.
Create, maintain, and organize Excel files, trackers, databases, and operational documents.
Ensure information, records, formulas, formats, and other file requirements are kept accurate and up to date.
Monitor pending tasks, deadlines, follow-ups, and outstanding items.
Proactively follow up with departments when information or action is required.
Coordinate with Admin, Sales, Operations, and other departments when necessary.
Conduct initial and final interviews and assist with recruitment-related activities.
Prepare interview schedules and coordinate with applicants and team members.
Help monitor team activities, updates, and outstanding requirements.
Troubleshoot basic administrative and communication issues independently.
Research and verify information before escalating questions to the manager.
Prepare summaries, reports, trackers, and updates when required.
Follow established processes, formats, and systems consistently.
Maintain confidentiality when handling company information.
Take initiative and identify additional tasks that need attention.
Handle ad hoc administrative and operational tasks assigned by the manager.
Assist with urgent or unexpected tasks that may arise during daily operations.
Quickly assess and prioritize ad hoc requests based on urgency and business impact.
Support special projects, process improvements, and other responsibilities as needed.
Support the manager in keeping daily operations organized and on track.

What We Are Looking For
We are looking for someone who is:
Highly organized and detail-oriented.
Proactive rather than waiting for instructions.
Excellent at time management and prioritization.
A strong problem solver who looks for solutions before escalating an issue.
Reliable and consistent with follow-through.
Comfortable managing multiple tasks and deadlines.
Strong in written and verbal communication.
Comfortable working with Excel, Google Workspace, and other digital tools.
Able to maintain accurate records and follow established file formats.
Able to work independently with minimal supervision.
Comfortable coordinating with different departments and team members.
Confident conducting interviews and communicating with applicants.
Quick to learn new systems and processes.
Comfortable asking questions when clarification is genuinely needed, but also capable of researching and checking available information independently first.
Accountable for assigned responsibilities.
Flexible and able to handle ad hoc tasks and changing priorities.
Able to recognize what is urgent, what is important, and what can wait.

Important Expectations
This position requires a high level of ownership and accountability.
You will be expected to:
Complete tasks without constant reminders.
Keep files and trackers updated consistently.
Follow established formats, formulas, and processes.
Double-check your work before submitting it.
Follow up on outstanding tasks.
Communicate proactively when something is delayed or blocked.
Raise important issues early.
Take responsibility for mistakes and correct them promptly.
Manage your time effectively.
Adapt when priorities change.
Handle ad hoc requests efficiently.
Protect the manager's time by handling appropriate tasks independently.
We value initiative over constant supervision.

Qualifications
Previous experience as an Administrative Assistant, Executive Assistant, Operations Assistant, Manager Assistant, Project Coordinator, or similar role is preferred.
Strong knowledge of Microsoft Excel or Google Sheets.
Strong organizational and documentation skills.
Experience coordinating schedules, interviews, or team activities is an advantage.
Experience working with multiple departments is an advantage.
Strong communication and follow-up skills.
Ability to work independently in a remote environment.
Stable internet connection and reliable computer/laptop.
Strong attention to detail.
Ability to adapt to changing priorities and handle ad hoc responsibilities.

Application Requirements
Please submit your application to: ----------
Please include:
Updated resume/CV
Brief introduction
Current laptop/computer specifications
Internet speed
Backup internet connection
Backup power source
A short audio or video introduction highlighting your communication skills and experience.
Confirmation that you are available to work the required 3:00 PM – 3:00 AM (Vancouver Time) schedule

Previous experience supporting managers or handling administrative/operational responsibilities. We are looking for someone who can become a reliable operational support partner to the manager, not someone who needs to be reminded about every task.

If you are proactive, organized, accountable, detail-oriented, adaptable, and naturally look for ways to make things more efficient, we would love to hear from you.