Office Manager/executive Assistant Job Description

**Office Manager/Executive Assistant Job description**

Seeking a professional, flexible person to work in a small office to assist executive with comprehensive work and life management. Ability to work independently is required. Must be proficient in Windows 11 & Excel. A high level of attention to detail and safeguarding of confidential information is a must.

**Reception**:

- Manage employer’s personal and professional schedules - ensure that a day folder with pertinent information is created for employer for the next working day
- Accept and process payments from clients (credit, debit, cash) and third-party insurance providers
- Manage remote workstation for clients - ensure technology is in working order and settings are conducive to carrying out an online session, assist clients, when necessary, with technical support

**Administrative tasks (Office and Home)**:

- General administrative duties - File management for employer, both personal and professional (digital and hardcopy), copying, shredding, data entry
- Ensure all forms are completed and dues are paid for professional organizations, insurance and licensing bodies
- Carry out research and inquiries on behalf of employer both (personal and professional), conduct cost/benefit analyses and summarize documents for management
- Liaise and negotiate with professionals, service personnel and other vendors (personal and professional), _inclusive of: government workers municipal/provincial/federal, insurance brokers, financial managers, healthcare administrators, accountants, lawyers, and medical personnel._
- Draft, proofread and edit correspondence on behalf of employer both (personal and professional)
- Ensure all incoming and outgoing payments are recorded accurately in the SAGE 50 software system - sales and purchase invoices, payments, and payroll
- Perform monthly reconciliations
- Co-ordinate with accountant at the end of each fiscal tax year to ensure corporate taxes and personal (American and Canadian) taxes are filed
- Payroll - calculate and pay any remittances to the CRA (GST, corporate, source deductions) and wages to employees
- Transcribe handwritten notes or verbal dictation from employer to typed text
- Purchase office supplies and personal items for employer as needed
- Perform essential website management/content development (create a monthly newsletter), online reputation management, SEO management (an asset)
- Schedule and oversee any maintenance that is required in the building, address and forward tenant concerns; responsible for collection of rent each month
- Perform online banking with employer each Friday confirming each amount being processed aligns with invoices

**Administrative tasks (Home Office)**:

- Acts as Human Resource Manager for health care aides
- Oversee hiring and termination process for employer’s health care aides
- Perform and submit audit for AHS every quarter
- Perform payroll for employer’s health care aides, wages and source deductions
- Oversee healthcare aides' schedules and responsibilities, reimburse HCA’s for any out-of-pocket purchasing for management
- **This role includes travelling periodically from the office to the employer’s home office, applicants must be willing to pick up and drop off materials at the employer’s home.**_

**Office hours**: Tuesday to Saturday, 9 a.m. to 4:00 p.m.

**Job Types**: Permanent, Full-time

**Pay**: $17.00/hr while on probation, up to a maximum of $20.00/hr following training.

**Schedule**:

- Weekdays and Weekends
- Full-time

**Education**:

- Secondary School (preferred)

**Experience**:

- Front desk: 1 year (required)
- Administrative Experience: 1 year (required)
- Accounts payable and Accounts receivable (SAGE 50)
- Proficient in Windows 11
- Police check required for selected applicants (will be reimbursed by the employer)

Pay: $17.00-$20.00 per hour

Schedule:

- Day shift
- Every Weekend

Application question(s):

- Are you willing to commute between the office site and the employer's home office on a regular basis?

Work Location: In person