Executive Assistant

Hinge Cabinets & Millwork is growing quickly—and we're looking for a professional, discreet, highly organized Executive Assistant to support leadership while also helping keep our office operations running smoothly. This role blends executive-level administrative support with bookkeeping data entry and HR administrative coordination.

We're proud of our culture: teamwork, integrity, and a respectful workplace where people communicate professionally and take pride in their work.

About the role

As our Executive Assistant & Office Administrator, you'll be trusted with confidential information, shifting priorities, and a wide range of responsibilities. You'll play a key part in keeping leadership organized, ensuring administrative tasks are completed efficiently, supporting basic bookkeeping entries, and assisting with day-to-day HR administration.

This is an ideal opportunity for someone who:

• thrives in a fast-paced environment
• enjoys variety and ownership
• is calm, polished, and dependable
• can handle sensitive employee and financial information with discretion

Key Responsibilities:

Executive Assistant Support

• Prepare agendas, notes, and follow-ups; help track action items
• Draft and format professional correspondence, documents, and reports
• Organize files, records, and key business information for quick access
• Support internal communication and coordination across departments

Email & Inbox Coordination (President + Company Inbox)

• Organize, monitor, and manage the President's email inbox: triage messages, flag priorities/urgent items, file and categorize emails, draft responses where appropriate, and ensure timely follow-up on action items.
• Manage the general company inbox (shared email): review incoming inquiries, respond using approved templates where appropriate, route messages to the correct department/person, and track items to completion to ensure nothing is missed.
• Create and maintain inbox systems (folders/labels, rules, filters, and standardized subject lines) to keep communications organized and searchable.
• Maintain a high level of confidentiality and professionalism when handling sensitive client, employee, and business communications.

Office Administration

• Support daily office operations: phones/emails, supplies, filing, and general admin
• Coordinate basic facilities and vendor support (as needed)
• Assist with team coordination and internal events
• Help support/coordinate our daily lunch program logistics where required

Bookkeeping Data Entry & Admin Support

• Enter invoices, receipts, and basic transactions into the accounting system
• Support accounts payable/receivable record organization and filing
• Assist with expense tracking and documentation organization for month-end support
• Maintain tidy digital/physical records for accounting and leadership review

(Note: this role focuses on entries and organization , not full-cycle accounting.)

HR Administrative Support

• Assist with recruitment administration (posting support, scheduling interviews, candidate coordination)
• Support onboarding tasks (paperwork collection, checklists, orientation scheduling)
• Maintain employee records and documentation in a confidential and organized way
• Help track key HR dates (probation milestones, reviews, training, etc.)
• Support policy distribution and acknowledgement tracking

Our workplace expectations include respectful communication, professionalism, and a no-gossip culture.

What we're looking forMust-haves

• Proven experience in an Executive Assistant, Office Administrator, or similar role
• Strong organization skills and attention to detail
• Professional communication (written and verbal) and strong follow-through
• High discretion and maturity with confidential information (financial + HR)
• Comfort working with deadlines and shifting priorities
• Competency with common office software (Microsoft Office/Google Workspace)

Nice-to-haves

• Experience with bookkeeping entries (AP/AR support, receipt tracking, invoicing documentation)
• Familiarity with accounting platforms (e.g., QuickBooks, Sage, Xero, or similar)
• Experience supporting HR administration (onboarding, records, recruitment coordination)
• Experience in manufacturing, construction, or a fast-paced operational environment

Workplace professionalism & confidentiality expectations

Because this role supports leadership, employee records, and financial documentation, professionalism and discretion are essential. We also expect alignment with our workplace conduct expectations and communications standards.

If representing the company on social media is ever part of your work, content must follow internal approval and confidentiality expectations.

Compensation & Perks

This is a full-time position offering:

• Health benefits
• Optional participation in RRSP/DPSP matching
• Daily lunch program
• A growth-focused environment with opportunities to take on meaningful responsibility as the company continues to expand

How to apply

Please apply with:

• Your resume
• A short note outlining your experience with executive support, bookkeeping entries, and/or HR administration
• (Optional) Any relevant certifications or training

We thank all applicants for their interest. Only those selected for an interview will be contacted. Accommodations are available throughout the hiring process.

Job Type: Full-time

Pay: $45,000.00-$60,000.00 per year

Benefits:

• Company events
• Dental care
• Extended health care
• Life insurance
• RRSP match
• Vision care

Work Location: In person