Executive Administrative Assistant at reconcept Canada

This position combines executive support, accounting coordination, office management, Human Resource and administrative responsibilities. You will work closely with the Managing Director and play a key role in keeping our Toronto office organized, efficient, and professional.

Role & Responsibilities:

Executive Support

• Provide administrative support to the CEO
• Manage complex calendar scheduling and meeting coordination
• Prepare presentations, reports, and internal documentation
• Coordinate travel arrangements (flights, accommodations, itineraries)
• Manage confidential correspondence with discretion

Finance & Bookkeeping Management

• Process and track invoices and expense reports for internal and external parties
• Manage accounts payable and receivable
• Tracking monthly expenditures
• Liaise with external accountant/bookkeeper and vendors as required

Office Management & Operations

• Oversee day-to-day office operations
• Coordinate vendors, service providers, and facility-related matters, including liaising with the landlord, managing permits and deliveries
• Manage office supplies, equipment, IT coordination (with external providers)
• Support organizing company events and team meetings
• Maintain structured internal processes and documentation

Administrative Support

• Prepare employment documents and maintain personnel files
• Assist with vacation tracking and absence documentation
• Support onboarding coordination
• Filing and managing project related documents including proposals and contracts
• Knowledge of data architecture

Your Qualifications

• 5+ years of experience as an Executive Assistant, Office Manager, or similar role
• Strong organizational and multitasking skills
• High level of discretion and professionalism
• Proficiency in Microsoft Office, including SharePoint management, Excel and Adobe
• Experience with bookkeeping software is an asset, such as QuickBooks or other common software
• Strong written and verbal communication skills
• Self-starter mindset with the ability to work independently

Why Join Us?

• Be part of a mission-driven team building the next generation of climate infrastructure
• Work closely with experienced founders and decision-makers
• Grow your skills fast in a hands-on, high-impact role
• Flexible, collaborative, and modern work culture