Executive Assistant/Office Administrator

Entreflow Consulting Group is a boutique consulting firm, a highly extraordinary team of Finance legends and HR leaders. We’re a licensed public practice CPA accounting firm and a licensed Recruitment agency.

We specialise in start-ups and high-growth companies that have a big vision. We have expertise in more complicated accounting for industries such as technology and manufacturing and help them set, track, and crush their goals.

If you are the type of person who is forward thinking, tech-savvy (or wants the opportunity to thrive in this area), cares about making a difference in the world and strives for the satisfaction of seeing that the work you do has a positive impact, then we are the company for you. The work will challenge you, help you progress in your career, and expand your understanding. We're a great group of intelligent people who like to have a laugh along the way.

We are looking for a highly passionate and organised administrative professional to support our wonderful team.

Responsibilities

• Provide administrative and organisational support to the leadership team, including calendar coordination, meeting management, reporting, presentation preparation, and other day-to-day priorities.
• Coordinate internal and external meetings, prepare agendas and materials, track follow-ups, and ensure key action items are captured and completed.
• Support our Sales and Marketing Coordinator with blog reviews, content coordination, and social media posts.
• Liaise with vendors, service providers, and external partners as needed, including coordinating purchases, subscriptions, renewals, and other administrative requirements.
• Maintain organised company records, documentation, files, and administrative systems, ensuring information is accurate, accessible, and up to date.
• Support managers with new hire onboarding, particularly around equipment, systems, processes, and ensuring new team members have what they need to get started successfully.
• Identify opportunities to improve administrative processes, systems, and workflows to make the team more efficient and effective.
• Take ownership of additional administrative priorities and special projects as they arise, using sound judgment and a proactive, solutions-oriented approach.
• Coordinate and support internal projects from planning through completion, keeping timelines, deliverables, stakeholders, and follow-ups on track.
• Anticipate needs, stay ahead of deadlines, and proactively identify ways to support the leadership team and wider organisation.
• Investigate, validate and execute methods to automate the above and make space to support projects and initiatives.

Job Requirements

• 3+ years of administrative, office coordination, executive support experience.
• Proven track record of successfully working remotely. We see remote working as a benefit for those who flourish remotely, not for people choosing it for convenience. You need to be the type of person who is more successful when working remotely.
• Prior experience working in a startup or fast-paced environment; ability to enjoy shifting priorities and triaging issues, because you are up to speed with activities in the organisation and understand how you can make a positive impact along the way.
• An entrepreneurial spirit and genuine desire to support a growing business.
• Highly organised with strong attention to detail, exceptional written and verbal communication skills, and the ability to manage multiple priorities effectively.
• Lifelong learner, tech-savvy, and eager to leverage technology and automation to streamline day-to-day tasks and improve efficiency: take ownership of automation projects rather than wait for others to implement and train you on how to automate.
• A strong problem solver who is comfortable thinking independently and finding and implementing creative solutions.
• Proactive and resourceful, with the ability to anticipate needs and take initiative without being asked.
• A growth mindset and willingness to take on increasing responsibility as the needs of the business evolve.

Perks/Benefits of working at Entreflow

• Birthdays: Everyone gets their birthday off
• Vacation: 3 weeks of vacation to start, 4 weeks after the first year
• Growth, Succession Plans, and Ongoing Learning: Every employee has 1:1 mentoring, coaching and succession planning with their manager. We do biannual reviews. We cover formal and informal education.
• Remote Work Environment: Our team is 100% remote and in Canada; we started as a remote team in 2015, were hybrid for many years, and now remote again. Remote work is not for everyone: it takes an incredible amount of personal organisation.