About the Role

We are seeking a highly organized and detail-oriented Executive Assistant to support the Chief Financial Officer (CFO) and Chief Executive Officer (CEO) of a leading North American transportation and logistics company. This role combines executive-level administrative support with accounting and financial operations, requiring solid organizational skills, discretion, and the ability to manage confidential financial information while coordinating executive priorities and communications.

Responsibilities

- Managing calendars, scheduling meetings, and coordinating travel arrangements for the CFO and CEO.
- Preparing meeting agendas, taking minutes, and following up on action items to ensure timely completion.
- Handling confidential executive correspondence, internal communications, and stakeholder inquiries.
- Reconciling contractor data and preparing information for 1099 forms in compliance with IRS regulations.
- Assisting with US and Canadian tax return preparation, compliance reporting, audit support, and financial inquiries.




- Analyzing financial data, conducting compliance research, maintaining secure records, and preparing reports and presentations for board meetings and strategic planning sessions.

Requirements

- Have at least 3 years of experience in an accounting or finance support role.
- Possess a college or university degree in a related business field.
- Demonstrate proficiency in accounting software and Microsoft Office Suite.
- Demonstrate exceptional attention to detail and accuracy.
- Communicate effectively through excellent written and verbal communication skills.
- Demonstrate strong organizational and time management skills, with the ability to handle confidential information with discretion.

Nice to Have

- Have experience supporting C-suite executives, particularly a CFO or CEO.
- Possess experience in internal communications.
- Have marketing experience.

📌 Executive Assistant – CFO/CEO (Bolton)
🏢 OttoMate
📍 Bolton