Virtual Assistant — Administrative & Correspondence Support

Virtual Assistant — Administrative, Correspondence & Business Support Inovatt Group | Alberta, Canada — Remote Engagement type: Monthly retainer | Ongoing Rate: CA$[RATE]/month About Us Inovatt Group is a Canadian energy services company with operations across Alberta. We run lean, move quickly, and rely on accurate, professional administrative support to keep our management team focused on operations, clients, and growth. We are looking for a skilled Virtual Assistant to support our senior team with correspondence, document preparation, records management, basic business administration, and coordination across accounting, contracting, and operational workflows. This is a remote contract role on a monthly retainer basis. The volume of work will vary, but the quality standard will not. We are looking for someone reliable, detail-oriented, commercially aware, and comfortable working in a fast-moving business environment. What You Will Be Doing You will provide professional administrative and correspondence support to our management team on an ongoing basis. Tasks will be assigned as they arise and are expected to be handled promptly, accurately, and to a high standard. Core responsibilities will include: Drafting, editing, and sending professional email correspondence on behalf of management Preparing business documents, reports, meeting notes, operational materials, and internal summaries Formatting and organising documents to a polished, professional standard Managing and maintaining digital filing systems, records, and document control processes Assisting with administrative follow-up related to invoices, purchase orders, estimates, expenses, timesheets, and basic accounting documentation Supporting contract administration tasks, including organising service agreements, scopes of work, subcontractor documentation, change orders, insurance certificates, and related correspondence Coordinating information between management, accounting, vendors, contractors, clients, and internal team members Tracking outstanding documents, approvals, signatures, renewals, and administrative deadlines Using Microsoft Office 365, Teams, SharePoint, OneDrive, and other business tools to keep work organised and accessible Handling ad hoc administrative and operational support tasks as assigned This role does not require you to be an accountant, lawyer, or technical specialist, but it does require enough business awareness to understand how administrative work connects to contracts, billing, project coordination, and company operations. What We Are Looking For We are looking for someone with strong administrative judgment, excellent written communication, and the ability to work with limited supervision. The ideal candidate will have: Demonstrated experience in a professional Virtual Assistant, Executive Assistant, Operations Assistant, Project Administrator, or senior administrative support role Exceptional written English; correspondence and documents produced for us will go out under our name and must reflect that Strong attention to detail; errors in business correspondence, financial records, or contract-related documents are not acceptable A practical understanding of basic accounting administration, such as invoices, receipts, expense records, purchase orders, payment follow-up, and document organisation for bookkeeping purposes Familiarity with contracting or commercial administration, including scopes of work, service agreements, contractor/vendor documentation, change orders, and approval tracking Proficiency in Microsoft Office 365, including Word, Excel, Outlook, Teams, SharePoint, and OneDrive Strong technological awareness and comfort learning new systems, improving workflows, and using digital tools to stay organised Ability to take a brief and produce work that requires minimal revision Discretion and professionalism when handling sensitive business, financial, contractual, and personnel information Reliability, responsiveness, and the ability to pick up tasks promptly and complete them to agreed timelines Availability and responsiveness during Alberta/Mountain Time business hours Nice to Have The following would be considered an advantage: Experience supporting management teams in construction, oilfield services, energy services, trades, contracting, or project-based businesses Familiarity with Canadian business correspondence conventions Experience using QuickBooks, Xero, Sage, or similar accounting platforms Experience working with contracts, subcontractor packages, vendor onboarding, client files, or project administration Experience with SharePoint or OneDrive document management Familiarity with CRM, project management, dispatch, estimating, or field service software Comfort using AI tools, automation, templates, and digital workflows to improve administrative efficiency Understanding of confidentiality, cyber awareness, password hygiene, and secure handling of business documents Engagement Details Remote contract role Communication and task handover will be handled primarily through email and Microsoft Teams Monthly retainer structure with a fixed number of hours per month Overflow work to be billed hourly by agreement We are looking to establish a long-term working relationship with one trusted contractor Work volume will vary, but we expect a consistent baseline of support each month The successful contractor must be organised, responsive, commercially aware, and able to manage competing priorities professionally To Apply Please include the following in your proposal: A brief overview of your relevant experience, including examples of correspondence, document preparation, administrative, accounting-support, or contract-support work you have handled professionally Two or three sentences on why you are a strong fit for a lean, fast-moving business environment Details of your experience with Microsoft Office 365, SharePoint, OneDrive, accounting platforms, project tools, or other relevant business systems Your availability during Alberta/Mountain Time business hours Your monthly retainer rate and what number of hours that covers Your hourly rate for any overflow work beyond the monthly retainer