Executive Assistant, Finance

Executive Assistant (Finance)

Bigelow Flooring – Guelph, Ontario | The Flooring Specialists

Guelph, Ontario

Full-Time Position

Salary: $55,000–$65,000

Full benefits after 3-month probation: extended health, dental, vision, life insurance, paid time off, company holidays, store discount

Bigelow Flooring – The Flooring Specialists – is seeking a highly organized Executive Assistant (Finance) to report directly to the Vice President. This pivotal role combines finance administration, HR leadership, and executive support to ensure compliance, streamline operations, and drive accountability across payroll, accounts payable/receivable, and installer (subcontractor) compliance and record keeping.

In-person role based in Guelph, Ontario – enjoy low-stress Guelph commuting with free on-site parking and a 15-minute average drive for most residents. Standard hours: 8:00 AM–4:00 PM Monday–Friday; salary based on 44-hour week. Some tasks may require additional time outside of regular work hours. Thrive in a hands-on, accountability-driven environment where you directly influence operations and team performance on-site.

Key Responsibilities (Finance, HR, Compliance & Executive Support)

• Verify installer compliance (WSIB clearance certificate up to date, insurance liability certificates up to date, HST registration) and enter all data into industry-specific ERP accounting system, before payments are issued.
• Serve as HR Lead for payroll processing, benefits administration, and employee records; ensure new-hire documentation (TD1 forms, banking, group benefit invitations), track vacation days (ensuring alignment with policy, example: scheduled shutdown), advise on taxable benefits and employee-paid deductions (example: Critical Illness), follow up on monthly benefit statements to confirm enrollment, and retain health & safety certification compliance for all staff and subcontractors (example: WHMIS 2015, forklift certification, OHSA training, and installer safety protocols).
• Dedicate ~15 hours/week to accounts payable processing (data entry for vendor invoices, PO matching, credit limit tracking, credit card reconciliations as needed, and T5018 slips at July 31 and December 31) and ~5 hours/week to compliance documentation.
• Perform light bookkeeping (journal entries, bank reconciliations) in the industry-specific ERP accounting system.
• Deliver bi-weekly condensed finance updates to the Vice President and prepare additional reporting as needed.
• Cross-train in accounts receivable for deposit processing and vacation coverage; support payroll backup during absences.
• Strategically orchestrate the Vice President's calendar: schedule meetings, vet topics, manage communications, prepare agendas and materials, and drive seamless execution.
• Maintain complete documentation for compliance and employee files in accordance with Ontario retention policies (7 years for payroll/tax; 5 years for ESA/OHSA).
• Ensure compliance with spending protocols, requiring VP approval for all new or additional expenses.
• Proactively reduce liability risk by centralizing all documents in the ERP.
• Demonstrate executive presence through professional communication, attire, and attitude; use strong interpersonal skills to command respect, hold team members accountable, and drive results across departments.

Qualifications

• Relevant experience in finance administration, AP/AR, payroll, HR support, or executive assistant roles; post-secondary education in a related field an asset. Willingness to sign confidentiality agreement for sensitive finance and HR data.
• Bondable with successful completion of a criminal background check.
• Proficiency in Google GSuite and ERP systems (industry-specific accounting software experience an asset); strong data entry accuracy and attention to detail.
• Exceptional organizational, communication, and interpersonal skills; proven ability to maintain confidentiality, manage priorities, and hold others accountable with tact and professionalism.
• Reliable transportation to the office at 450 Woodlawn Road West, Guelph, Ontario.

What We Offer

• Competitive starting salary range of $55,000–$65,000.
• Full benefits after 3-month probation.
• Professional development opportunities in finance and ERP systems; clear advancement path in a supportive, family-owned environment.

Bigelow Flooring is an equal opportunity employer committed to an inclusive workplace. We encourage applications from all qualified candidates and accommodate accessibility needs under the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act.

How to Apply:

Include 3 professional references with your resume and cover letter. Submit via Indeed, highlighting your finance administration experience and ability to drive accountability. Only Indeed applications accepted for ESA-compliant tracking. We appreciate all applicants for their interest and will contact shortlisted candidates to discuss next steps.

Job Type: Full-time

Pay: $55,000.00-$65,000.00 per year

Benefits:

• Company events
• Dental care
• Extended health care
• Life insurance
• On-site parking
• Paid time off
• Store discount
• Vision care

Work Location: In person