Overview
We are seeking a highly organized and proactive Executive Assistant to support the Managing Director in daily operations. This role provides vital support in managing financial records, maintaining accurate bookkeeping, updating QMS documentation, and assisting with administrative tasks. The ideal candidate will possess strong clerical skills, proficiency with accounting software, and excellent communication abilities to ensure smooth daily operations within our office environment. Familiarity with a manufacturing environment and ISO9001 standards & requirements is strongly preferred.
Duties
- Perform general clerical duties such as filing, photocopying, data entry and maintenance of financial records using QuickBooks and Microsoft Office applications.
- Prepare, proofread, and edit correspondence, reports, and other documents with high accuracy and professionalism.
- Manage accounts payable and receivable, including invoicing and billing processes.
- Maintain employee benefits information and process payroll.
- Support bank reconciliations and prepare financial reports as needed.
- Answer/screen phone calls, take messages and manage the voicemail.
- Organize files, maintain filing systems, and ensure documentation is up-to-date.
- Provide excellent customer service by responding to client inquiries professionally via phone or email.
- Internal auditing of product data, process documents, and ISO procedures.
- Maintain confidentiality of sensitive information at all times.
Requirements
- Proven clerical or administrative experience in an office environment with a focus on bookkeeping.
- Proficiency with Microsoft Office (Word, Excel, PowerPoint), Google Workspace, and Office experience.
- Experience with QuickBooks for bookkeeping and financial record keeping.
- Strong organizational skills with the ability to prioritize tasks effectively.
- Excellent written and verbal communication skills; professional phone etiquette required.
- Ability to handle multiple responsibilities simultaneously while maintaining attention to detail.
- Excellent phone etiquette and customer service skills are required to interact professionally with clients and team members.
- Previous experience working in an ISO certified manufacturing business / front desk or in an office environment will be considered an asset.
- Must be highly dependable, discreet, and able to work independently when necessary.
- A background in Chemistry or and Engineering discipline would be beneficial.
- This position offers an opportunity to contribute to a dynamic team while developing valuable administrative and quality management skills in a professional setting, as well as a path to a management role within the company..
Pay: From $65,000.00 per year
Benefits:
- Casual dress
- Dental care
- Flexible schedule
- Life insurance
- On-site parking
Education:
- Bachelor's Degree (preferred)
Experience:
- Bookkeeping: 5 years (required)
- ISO 9001: 3 years (preferred)
Work Location: In person
