Job Posting
Virtual Executive Assistant
Sarris Marketing • Remote (Canada-based) • Part-time, 20 hrs/week
About Sarris Marketing
Sarris Marketing is a Canadian marketing consultancy that helps founder-led, expertise-driven service businesses clarify their positioning and messaging to win better work with the right clients. Justin Sarris serves the company as President & Chief Consultant, and its portfolio of clients as a positioning & messaging consultant and fractional CMO—coordinating across partner agencies and vendors to deliver digital marketing strategies that move deals forward. The work is precise, relationship-driven, and intellectually demanding.
The Role
Justin’s calendar is his most constrained resource. It’s heavily time-blocked, typically full one to two months out, and requires real judgment to manage—not just scheduling software. This role exists to protect his time, keep his inbox from becoming a black hole, and make sure nothing slips through the cracks between email, ClickUp, and Google Calendar.
You’ll be client-facing from day one, communicating directly with Justin’s clients and vendor partners as his assistant. The engagement starts at 20 hours per week and may grow based on your performance and mutual fit.
You’d Be a Great Fit If You…
Have follow-through and accountability. You notice the missing Zoom link before anyone else does and fix it without being asked. If it is on your plate, it gets done or you proactively flag why it did not.
Build order out of complexity. A calendar with 15 overlapping priorities and four time zones is a structure problem, not a stress spiral. You naturally create repeatable patterns and organize information so others can act on it.
Are thorough before you act. You want the context, not just the task. Once you have what you need you move quickly, but you do not skip the step of understanding what you are actually working with.
Are comfortable in a supporting role. You do not need the spotlight. Being the person behind the scenes who makes everything run smoothly is genuinely satisfying to you, and you represent the people you work with well.
Are steady under pressure. When a client reschedules and two other things need to move as a result, you figure it out and send one clear message. You do not add noise when things get tight.
Are attuned to how people communicate. You read between the lines of an email thread and know which response will move things forward without creating more back-and-forth. Warm, professional, and easy to work with.
Are consistent by nature. You would rather improve a good system than invent something from scratch. You are not looking to disrupt, you want to take what is working and make it more reliable.
Are detail-oriented but not frozen by it. You catch errors others miss and you also know when to act on what you have rather than waiting for perfect information.
Core Responsibilities
Calendar Management
Own Justin’s Google Calendar end-to-end—scheduling, rescheduling, holds, confirmations, and buffer time.
Manage across PT, MT, CT, and ET with accuracy. No time-zone mistakes, no double bookings.
Protect deep-work blocks for deliverable production and enforce scheduling rules you’ll help define during onboarding.
This calendar requires manual, judgment-based management—not self-serve scheduling links.
Client- and Vendor-Facing Communication
Communicate directly with clients and partner vendors from a Sarris Marketing email address.
Propose time options, land meetings, and keep scheduling threads moving—with minimal escalation.
Write in a warm, direct tone. Clear subject lines, crisp options, no unnecessary back-and-forth.
Inbox Triage
Manage delegate access to Justin’s inbox (~30-50 inbound emails/day after filters).
Triage and label daily. Move scheduling threads forward. Extract action items and create corresponding ClickUp tasks.
Route accounts payable and receipts to the bookkeeper with proper labeling.
ClickUp ↔ Calendar Alignment
Keep ClickUp tasks and Google Calendar blocks in sync—especially for client consults and deliverable work.
Chase vendors and clients when items stall. Prevent due-date drift before it becomes a missed deadline.
Process Documentation
Build light SOPs and templates for scheduling, reminders, holds, and follow-ups.
Proactively suggest what Justin should offload next and flag patterns worth systematizing.
Qualifications
Required:
3+ years as an EA, senior admin, or operations coordinator supporting a busy founder or executive.
Background in professional services.
Exceptionally strong written English—you are client-facing from day one.
Demonstrated ability to manage complex, heavily time-blocked calendars with judgment and discretion.
High integrity and confidentiality as defaults, not afterthoughts.
Preferred:
Strong ClickUp workflow experience.
Experience coordinating multi-party research or stakeholder interviews.
Proven ability to document SOPs quickly and clearly.
What We Offer
$28–$35 CAD/hr depending on experience.
20 hours/week to start (4 hrs/day, Monday–Friday), with potential to grow.
Core hours: 8:00 AM–12:00 PM Pacific Time, weekdays.
Fully remote. Tools provided: Google Workspace, Slack, ClickUp, Loom, Avoma, 1Password.
A paid trial period with clear success criteria before long-term commitment.
How to Apply
To apply for this role, please:
Click the “Apply Now” button below.
Complete all steps outlined in the online application package (form, VideoAsk question responses, and any requested materials).
Ensure your responses are complete and thoughtful; this role requires strong written communication and attention to detail.
Applications submitted outside the process described on the Sarris Marketing website (for example, by emailing a resume directly without completing the online steps) may not be reviewed.
Attention-to-detail filter: Include the word “timeblock” somewhere in your application.
Hiring Process
Application review
First interview (15–30 minutes)
Second interview (30-60 minutes)
Offer + 2–4 week paid trial