About the Role

Back Office Co. is looking for a highly organized, proactive and dependable Executive Assistant & Operations Coordinator to provide administrative and operational support to two business owners operating in the accounting and psychotherapy sectors.

This is a unique opportunity for someone who enjoys variety, takes ownership of their work and thrives in an environment where excellent organization, client service and attention to detail matter. The role goes beyond traditional administrative support: you will help manage day-to-day operations while gradually taking greater ownership of processes, workflows and operational projects across both businesses.

The Profile We're Looking For

This role requires more than solid administrative skills. We are looking for someone who can operate confidently and independently while supporting two executives with different businesses, priorities and working styles.

You will need to be comfortable managing competing priorities, switching between different types of work and maintaining visibility across both businesses. Strong upward communication is essential: you should know when to move forward independently, when to provide an update, and when to clarify or escalate competing priorities.

The right person is highly reliable, organized and detail-oriented, takes initiative, exercises sound judgement and follows through without needing to be chased. You should also be client-focused, discreet with confidential information and naturally interested in improving the way work gets done.

What You'll Do? General Administrative & Executive Support

● Manage executive inboxes, calendars, appointments and scheduling, including routine correspondence and coordination of meetings, training and travel.

● Provide client-facing support through phone calls, email inquiries, bookings and follow-up while maintaining accurate client and contact information.

● Support billing, invoicing, accounts receivable, document organization,



filing, faxing and other recurring administrative workflows.

● Maintain digital files, folders, procedures and internal documentation, and coordinate office supplies, mail and occasional in-person support.

● Support recurring administrative projects and evolving operational needs across both businesses.

Accounting Support

● Support tax return administration, client documentation and ongoing accounting-office administration.

● Manage iFirm administration, including creating clients and jobs, maintaining client information, entering timesheet information, updating employee capacity, preparing invoices and pulling monthly reports.

● Assist with QuickBooks and related administrative processes as required.

Counselling & Consulting Support

● Manage client scheduling, initial inquiries and ongoing client communication by phone and email.

● Maintain and organize confidential virtual client files and support accounts receivable updates.

● Support staff onboarding, training coordination, scheduling and other clinic administration.

Process Improvement & Operations

● Identify opportunities to improve administrative workflows and increase efficiency across both businesses.

● Recommend improvements to systems, tools and processes where appropriate.

● Help standardize recurring administrative procedures and improve internal documentation.

● Take increasing ownership of operational projects as the role develops.

● Help create visibility around priorities, deadlines and responsibilities across both businesses.





Working Across Two Businesses

● Maintain explicit visibility of priorities, deadlines and commitments across both executives so work remains balanced and nothing is overlooked.

● Communicate proactively about progress, workload and competing priorities, and raise questions early when direction or sequencing needs to be clarified.

● Use sound judgement to distinguish urgent client-facing needs from work that can be planned, while knowing when to act independently and when to escalate.

Qualifications & Requirements

● Post-secondary diploma or degree in Business Administration, Office Administration or a related field.

● Previous experience in administrative support, executive assistance, office coordination or operations.

● Strong customer service or client-facing experience.

● Excellent written and verbal communication skills.

● Strong organizational and time-management skills.

● Experience handling confidential or sensitive information with discretion.

● Strong computer skills and confidence learning recent systems.

● Experience with Microsoft 365, iFirm, QuickBooks, Google Workspace, Jane or similar business platforms is an asset; experience with every system is not required.

● Experience within professional services, accounting, healthcare or another client-focused environment is an asset.

● Previous experience supporting multiple managers, executives or stakeholders is strongly preferred.

Working Arrangement

● Full-time position.

● Approximately 90% remote, with occasional in-person meetings, training, office drop-offs or mail collection within the Bowmanville/Durham Region area.

● Work will support two executives and their respective businesses.

● Workload will include both recurring responsibilities and longer-term operational projects.

Pay: $46,856.78-$60,000.00 per year

Work Location: Hybrid remote in Bowmanville, ON

📌 Executive Assistant & Operations Coordinator (Canada)
🏢 Nameless
📍 Canada