Job description:

Qmulus Solutions is more than just a trusted Virtual Staffing provider headquartered in Victoria, BC—we’re a people-first company redefining how teams connect across borders. With a reputation for excellence and innovation, we’re proud to be expanding our offshore operations in the Philippines, creating exciting opportunities for talented professionals to join a dynamic, global team.

As we continue to scale, we’re looking for passionate individuals ready to make an impact and grow with us.

We're looking for an experienced Executive Assistant to provide direct support to our Client while helping coordinate the day-to-day administrative and customer service operations of a fast-paced service-based company.

This role is ideal for someone who is highly organized, proactive, tech-savvy, and customer-focused. The successful candidate will serve as our Client's trusted administrative partner, helping manage priorities, coordinate schedules, oversee customer communications, and keep daily operations organized and running efficiently. This position is designed to improve responsiveness, organization, communication, and overall workflow while allowing the owner to focus on growing the business.

Key Responsibilities

• Provide comprehensive executive and administrative support to the business owner, ensuring day-to-day operations run efficiently.
• Manage calendars, appointments, meetings, and scheduling priorities while coordinating schedules for field staff and technicians.
• Organize and manage incoming emails, customer inquiries, follow-up tasks, and operational priorities to ensure timely responses and completion.
• Communicate professionally with customers regarding appointments, service updates, and general inquiries while maintaining a high standard of customer service.
• Maintain accurate customer records, work orders, administrative files, and support work order management and processing.
• Track action items, reminders, and key operational deadlines to ensure timely follow-through and accountability.
• Facilitate effective communication between management, office staff, and field teams to support seamless business operations.
• Perform data entry, document management, and other general administrative duties with accuracy and attention to detail.
• Develop, improve, and maintain organized workflows, administrative processes, and communication systems to enhance operational efficiency.
• Anticipate administrative and operational needs, proactively identifying opportunities to support the business owner and improve daily business operations.

Job Specification

• Associate degree in Business, Marketing, Communications, or a related field
• 3–5 years of experience as an Executive Assistant, Administrative Assistant, Office Administrator, or in a similar administrative support role
• Experience supporting service departments, HVAC, mechanical, trades, or field service businesses is preferred
• Proficiency in CRM systems, Microsoft Office applications, Google Workspace, Jobber (GetJobber.com), and other cloud-based productivity or service management platforms
• Strong computer proficiency with the ability to quickly learn new software, systems, and business applications
• Excellent customer service, interpersonal, written, and verbal English communication skills
• Strong organizational, time management, and multitasking abilities, with the capability to effectively manage competing priorities in a fast-paced environment
• Self-motivated, dependable, proactive, and highly detail-oriented, with the ability to work independently with minimal supervision

Working Conditions

• Remote, work-from-home setup
• 5-day work week
• A culture of collaboration and mentoring

At Qmulus, we believe success isn’t just about skills—it’s about culture, collaboration, and care. We’re proud to foster:

• A culture-oriented workplace where employees feel valued and supported
• Happy employees, happy clients—we thrive on positive relationships
• Comprehensive employee benefits designed with your wellbeing in mind
• Virtual engagement activities that connect our global teams
• Strong management and employee engagement, ensuring every voice is heard

Keep doing what you’re great at. Choose Qmulus—where your growth and wellbeing matter! Job Type: Full-time

Application Question(s)

• Are you amenable working in graveyard shift?

Experience:

• Google Workspace: 1 year (Required)
• Customer service: 3 years (Required)
• Executive Assistant: 5 years (Required)
• Scheduling: 5 years (Required)
• GetJobber.com): 1 year (Required)

Work Location: Remote