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Added 9 mins ago
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OttoMate

Executive Assistant – CFO/CEO

Bolton, ON, Canada

Full-time

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Job details

Job type: Full-time
Apply by: Dec 6, 2026
Experience: Have at least 3 years of experience in an accounting or finance support role.
Posting language: English
Posted: Nov 6, 2026

Original job description

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 strong 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.

Apply About employer

More about this job

Responsibilities

Provide executive administrative support to the CFO and CEO, including calendar and travel management, meeting preparation, correspondence, and follow-up on action items. Support financial operations through contractor data reconciliation, tax preparation and compliance, audit assistance, financial analysis, secure recordkeeping, and preparation of reports and presentations.

Requirements

Requires at least three years of accounting or finance support experience, a college or university degree in a related business field, and proficiency with accounting software and Microsoft Office. Candidates should have strong attention to detail, communication, organization, time management, and discretion when handling confidential information; C-suite support, internal communications, and marketing experience are preferred.

Skills

Executive Support
Calendar Management
Meeting Coordination
Travel Coordination
Agenda Preparation
Minute Taking
Action Item Follow-Up
Confidential Correspondence
Tax Preparation
Tax Compliance
Audit Support
Financial Analysis
Compliance Research
Accounting Software
Microsoft Office Suite

Visa sponsorship

Not detected in the job text

Keywords

CFO
CEO
Executive Assistant
Accounting
Finance Support
Accounting Software
Microsoft Office Suite
Calendar Management
Travel Arrangements
Meeting Agendas
Meeting Minutes
Internal Communications
1099 Forms
IRS Regulations
US Tax Returns
Canadian Tax Returns
Compliance Reporting
Audit Support
Financial Data Analysis
Compliance Research
Confidential Financial Information
Secure Records
Board Meetings
Strategic Planning
Stakeholder Inquiries
Business Field

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