Executive Coordinator

2 weeks ago

Victoria, Canada Source Online Bookkeeping Full time

**About Us**

Source.Online Inc. is a trusted cloud-based bookkeeping, payroll, and tax firm supporting small and medium-sized businesses across Canada. We work smart, communicate clearly, and prioritize systems that simplify life for our clients and team. Our Victoria HQ is the core of our operations.

**The Role**

We’re seeking a proactive, trustworthy **Executive Coordinator** to provide high-level support to the Partners. This role blends executive assistant tasks, office coordination, and light bookkeeping support. You’ll be a go-to resource for keeping the firm organized, efficient, and connected.

**What You’ll Do**

**Executive & Strategic Support**
- Manage calendars, meetings, and communications for the Partners
- Track action items, follow-ups, and priorities
- Draft professional correspondence, agendas, and internal memos
- Attend meetings and provide concise notes

**Office & Operations Coordination**
- Oversee office operations: supplies, vendor support, petty cash, and reception
- Maintain digital organization (Dropbox, Karbon, shared drives)
- Manage shared inboxes and intake tools like JotForm
- Coordinate internal team events and organize administrative systems

**Client Support & Onboarding**
- Prepare and track engagement packages and authorizations
- Track client documentation and e-signatures
- Handle client inquiries, flag issues, and support onboarding visibility

**T1 Personal Tax Coordination**
- Organize intake and tracking of personal tax documents
- Coordinate client communication and document delivery
- Track e-signatures and ensure timely return packaging

**Light Internal Bookkeeping Support**
- Post client payments in QBO and track accounts receivable
- Follow up with clients on outstanding balances
- Assist with administrative bookkeeping tasks as directed

**What You Bring**
- 3-5 years in executive support, coordination, or operations roles
- Excellent organization and communication skills
- Trustworthiness and discretion handling sensitive matters
- Confidence using Microsoft Office, SharePoint, Dropbox
- Bonus: Familiarity with QBO, Dext, or light bookkeeping workflows

**Why Join Us**
- High-trust team with supportive leadership
- Structured systems and meaningful work
- Professional, warm, and efficient work environment
- Flexible part-time hours with future growth potential
- Opportunity for hybrid/work-from-home scheduling in the future, depending on company needs and role performance

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

Pay: $30.00-$34.00 per hour

Expected hours: 24 per week

**Benefits**:

- Dental care
- Disability insurance
- Extended health care
- Life insurance
- Mileage reimbursement
- On-site parking
- Vision care
- Work from home

Schedule:

- 8 hour shift
- No weekends

Work Location: In person

Expected start date: 2025-08-18

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