Executive Assistant Job Posting

Position Summary

Property Maintenance North and Sudbury Custom Auto are seeking a highly organized, detail-oriented, and proactive Executive Assistant to support the Operations Manager and oversee structured office operations.

This role provides executive-level administrative, financial, and operational support within an established accountability framework. The successful candidate will ensure executive directives are carried out efficiently, financial controls are followed, compliance documentation remains audit-ready, and daily operational systems function smoothly.

The position requires strong judgment, discretion, initiative, and the ability to manage confidential information while balancing executive support with structured operational oversight.

Executive & Operational Support

Support the Operations Manager in executing daily and strategic priorities
Track and follow through on executive-level action items
Prepare documentation, summaries, and approval packages for review
Ensure tasks assigned through Corfix are completed and updated
Flag financial discrepancies, compliance risks, or operational gaps
Support system improvements and process development initiatives
Ensure deadlines and compliance requirements are not missed

Financial Oversight & Administrative Controls

Review SCA invoices for markup compliance and purchase order matching
Prepare and upload supplier statements for approval
Monitor payment workflows to ensure no payment is issued without authorization
Verify deposits, financing, and reconciliations before submission to MNP (through QBO)
Track project expenses, rental income, and financial documentation
Monitor fuel tracking and receipt verification
Identify trends, inconsistencies, or gaps and escalate as required

Compliance & Documentation

Maintain employee files and certification records
Oversee onboarding documentation completion before scheduling
Support WSIB documentation and remittances
Maintain organized audit-ready documentation for projects and compliance
Track missed shifts, damages, and required forms
Ensure policies and acknowledgements are properly filed

Systems & Office Coordination

Maintain structured OneDrive filing and naming conventions
Support Corfix task accountability and tracking
Oversee Jobber scheduling alignment and daily coordination
Monitor inboxes for operational continuity and timely response
Coordinate IT and phone system requests through to completion
Support secure password management practices
Retrieve and organize video footage when required for operational or compliance purposes

As well as any other executive support duties as assigned

Qualifications

Minimum 4 years experience in executive support, operations coordination, or financial administration
Strong organizational skills and exceptional follow-through
Comfort reviewing financial documentation and reconciliations
High proficiency with QuickBooks, Excel, Jobber, Lightspeed, or similar systems preferred

Attention to detail and communication skills
Ability to manage confidential information with discretion
Comfort working in a structured, fast-paced small business environment
Must be comfortable with dogs in the workplace

Compensation

$27.50 to $35.00 per hour, based on experience
Full-time, in person
35 to 40 hours per week

Growth opportunity available as responsibilities expand.

Benefits available

Job Type: Full-time

Pay: $27.50-$35.00 per hour

Expected hours: 35 – 44 per week

Benefits:

• Casual dress
• Dental care
• Life insurance
• Vision care

Application question(s):

• Do you have at least 2 years of experience in an administrative, bookkeeping, or operations support role?

If yes, please briefly explain your experience and responsibilities

• Have you applied customer payments to invoices in a software system (such as QuickBooks, Jobber, Lightspeed, or similar)?

If yes, please explain which system(s) you used and what your process was.

• Have you reviewed vendor invoices and matched them to purchase orders for accuracy?

If yes, please describe how you ensured pricing and markup were correct.

• Are you comfortable identifying discrepancies in financial records and escalating them rather than correcting them independently?

If yes, please provide a brief example.

• Have you worked with multiple systems at the same time (for example accounting software, job management software, fleet systems, or document management platforms)?

If yes, please list the systems and describe your level of comfort using them.

• Are you comfortable reviewing driving reports or fleet monitoring systems (such as Samsara) and documenting safety trends?

If yes, please explain your experience.

• This role requires strong attention to detail and following established processes. Would you describe yourself as highly detail oriented?

If yes, please provide a specific example where your attention to detail prevented an error.

• Are you comfortable working in-office in Sudbury, ON?

If no, please explain.

• Are you comfortable starting within the wage range of $25–$28 per hour based on experience?

If no, please state your wage expectations.

• This role requires financial accuracy and accountability. Are you comfortable being responsible for reviewing and verifying financial information daily?

If yes, please explain why this type of responsibility suits you.

• Do you have experience using Excel for financial tracking, reconciliations, or data management?

If yes, please describe the types of spreadsheets you have created or maintained.

• Are you comfortable creating or updating structured spreadsheets (for example tracking expenses, payments, vehicles, or projects)?

If yes, please provide a brief example.

• Are you comfortable working in an office environment where dogs may be present?

If no, please explain.

Education:

• Secondary School (preferred)

Work Location: In person