Executive Director/CEO

This position will provide all duties surrounding Bookkeeping, Data Entry, as well as Administration Support. The employee will oversee all office administration, all meeting preparation, staff support, expenditure allocations and travel arrangements.

The incumbent will work in tandem with many business units including, Information Technology, Human Resources, Legal Counsel and various clients. The successful candidate will be required to work on ad hoc projects as directed by Management, as well as maintain a full and thorough understanding of the Company’s scope & flow, including its contracts and Industry Regulations, and having the knowledge to provide support and answers to the public and industry stakeholders.

Administrator Tasks including but not limited to the following:

• Oversight of head office; as required: calendar management, ensure meeting materials are prepared & distributed, record and/or transcribe minutes, draft & edit documents, coordinate travel requirements, and prepare expense reports
• professional formatting and typing of letters, memos, minutes, agendas, notice of meetings, reports etc. and data entry
• Continuously Updates and Maintains office procedures manual, accounting manual and data collection manual and all mailing lists, for up-to-date and auspicious referencing
• Completes & Maintains Personal Emergency Contact Information for Company
• Organization of meetings and travel by booking rooms, audio visuals, airline and hotel reservations, as required
• Assist Management with administrative tasks; Legal Counsel, Information Technology, Website Updates
• Coordinate incoming and outgoing contracts
• Maintain an organized and thorough filing system of both paper and electronic documents
• Office management oversight; answer phones/direct calls/answer Stakeholder questions, opening mail and sorting based on priority, arrange courier services and monitor delivers, ensure adequate office & kitchen supplies are on hand at all times, and maintain office appearance (janitorial services, decor, storage, etc.)
• Order, organize, distribute, and maintain all company equipment and inventory (new and used)
• Serve as direct liaison with landlord/building manager, and other industry partners in shared building space
• Handle company day to day matters including sensitive and confidential situations with a high degree of tact, confidentiality and professionalism
• Work collaboratively in an environment that promotes teamwork
• Onboarding and departure tasks, payroll backup, security clearance, job postings, group benefits administration, and office social activities
• Maintains full accounts receivable sub ledger system including issuing invoices, recording payments, receipts and preparing bank deposits
• posting invoices, having invoices approved for payment, entering of all payments for direct funds deposits within the online banking framework prior to their approval, and/or issuing of any cheques as required.

• Maintains general ledger including balancing control accounts to sub ledger for accounts receivable and accounts payable.

• Reconciles bank accounts. Daily preventative monitoring of accounts for fraudulent behaviors. Prepares and records all general journal entries including monthly accrual entries.

• Records and posts entries for payroll system maintained by a third party.

• Performs all general bookkeeping duties to trial balance and print monthly internal financial statements for review as directed by Management, including investment accounts.
• Calculates, records, and pays all appropriate government remittances including WCB, PST, HST and GST.
• Completes the preparation of monthly, quarterly and annual financial reports as required.
• Assists Management with annual Budget preparation by producing the required reports within the current accounting software.
• Completes preparation of T4s and related reports.

• Completes year-end preparations for all annual filings, including financial audits as required.
• Assembles data information from internal and external sources, checks it thoroughly for any one-offs or abnormalities.

• Operates and maintains database to achieve consistent and comparable data.

• Disseminates information and data on a timely basis for weekly, monthly and annual reporting.

• Maintenance of statistical files – (hard copy and computer).

• Adapts data collection and extraction methodologies to meet production requirements.

• Ensures accuracy and integrity of reports through knowledge of livestock production and marketing practices.

• Follows up on any data discrepancies, concerns or missing reports.

• Establishes data collection schedules.

• Maintains a good network of contacts pertaining to data collection with industry, governments and agencies.

• Maintains archive reports and binders and full system backup.

• Acquires statistics from internal and external sources, maintaining confidentiality.

• Meets data reporting deadlines.

Qualifications

• 5+ years experience supporting a senior management team
• Superior organizational skills; both administrative and event planning

• Extensive experience with meeting minutes and maintaining records

• Office management experience
• Familiarity with contract management and administration
• Experience with Human Resources tasks

• Experience with Occupations Health and Safety

• Strong computer skills with Microsoft Office suite of products

• Detail orientated

• Ability to prioritize work requirements
• Excellent interpersonal skills with a high degree of tact and professionalism in all situations (including written & verbal communication skills), ability to learn quickly and self-motivate while working independently and/or collaborating as part of a team.
• Ability to exercise good judgment, show initiative and be proactive
• High standard of ethics and confidentiality to handle sensitive information
• Ability to prioritize, meet deadlines, work under pressure and adapt to a fast-paced changing environment while maintaining attention to detail.
• Experience and/or aptitude with financial software packages
• Bi-Lingual in both written & oral aptitudes of the French & English languages, ability to translate & interpret accurately and concisely between the two languages: fluent and effectively

Education and Experience

• Bachelor’s degree or Business Administration/ College Diploma in the field of business/management with specialization in accounting, bookkeeping and/or equivalent combination of education and experience.
• Previous bookkeeping and administrative experience

Job Types: Full-time, Permanent

Salary: $40,000.00-$65,000.00 per year

Schedule:

• Monday to Friday

Work remotely:

• No