Executive Assistant and Office Manager

Location: Fredericton, New Brunswick

Employment Type: Full-time

Schedule: Flexible

Office Location : Work from Home

Starting salary: $52,000 annually, with flexibility based on the successful candidate’s qualifications

Position Overview

We are seeking a dependable, highly organized Executive Assistant and Office Manager to manage the day-to-day operations of a small training company. As the company’s sole employee, the successful candidate will have significant responsibility and autonomy. The primary focus of this position is administering training reimbursements, maintaining financial and training records, and ensuring that invoices, payroll, HST filings, banking, and other administrative requirements are completed accurately and on time.

The Executive

Assistant and Office Manager will also provide practical and logistical support to the Company Director, including driving within the Fredericton area and completing occasional shopping and errands. This position offers considerable flexibility, with an emphasis on meeting responsibilities and deadlines rather than maintaining fixed office hours. The role is primarily performed from home, and the successful candidate will generally be able to organize their own schedule. Some local travel is required to drive the Director to scheduled meetings and engagements, which may occasionally take place during evenings or outside regular business hours.

Key Responsibilities

● Administer the company’s training-reimbursement process.

● Review reimbursement documentation for completeness and accuracy.

● Maintain accurate electronic records of training, expenses, and reimbursements.

● Manage the company’s QuickBooks accounting system.

● Prepare and issue invoices.

● Monitor outstanding accounts and follow up to ensure timely payment.

● Conduct routine banking and payment transactions.

● Administer payroll and maintain payroll records.

● Prepare and submit HST returns.

● Ensure payments, deductions, remittances, and financial records comply with Canada Revenue Agency requirements.

● Maintain organized and confidential financial, training, and administrative records.

● Respond to routine inquiries from trainees, training providers, clients, and suppliers.

● Provide general administrative and operational support as required.

● Assist the Company Director with scheduling, logistics, and preparation for engagements.

● Drive the Company Director to and from meetings and engagements in the Fredericton area, sometimes outside of normal 9-5 working hours.

● Complete occasional company-related shopping, deliveries, and errands.

● Other duties as required.

Qualifications

● Experience in office administration, bookkeeping, accounting support, or a related role.

● Experience using QuickBooks or similar accounting software.

● Familiarity with invoicing, banking, payroll, HST returns, and CRA remittance requirements.

● Strong organizational skills and close attention to detail.

● Ability to manage competing priorities and work independently with minimal supervision.

● Strong written and verbal communication skills.

● Proficiency with email, spreadsheets, electronic recordkeeping, and standard office software.

● High degree of professionalism, discretion, and reliability.

● Must have own vehicle, a valid driver’s licence and a safe driving record.

● Ability and willingness to drive locally to support daily visits and errands.

● Flexibility and willingness to work after hours and weekends on occasion when necessary.

Preferred Qualifications

● Previous experience administering training programs, grants, reimbursements, or government-funded programs.

● Bookkeeping, payroll, or accounting-related education or certification.

● Experience working as the sole administrator of a small business or organization.

What We Offer

● A high-trust position with considerable independence.

● A varied role combining financial administration, program support, and business operations.

● The opportunity to play a central role in the successful operation of a small training company.

● Flexible working hours.

● Work from home arrangement for administrative tasks.

● Three (3) weeks paid vacation per year.

How to Apply

Please submit your résumé and a brief cover letter describing your experience with QuickBooks, bookkeeping, payroll, HST administration, training reimbursements, and independent office management. Applications can be sent to halberdsolutionslimited@gmail.com or directly through Indeed. We thank all applicants for their interest; however, only those selected for an interview will be contacted.

Resumes will not be subject to review by AI. The company is committed to providing an inclusive and accessible recruitment process. Accommodation is available upon request throughout the hiring process.

Pay: $50,000.00-$55,000.00 per year

Work Location: Hybrid remote in Fredericton, NB