Executive Assistant / Bookkeeper

Job summary

Provide administrative and executive support to multiple leaders, including coordinating communications, meetings, travel, events, documentation, and special projects. Handle bookkeeping and finance administration, including invoice processing, accounts payable and receivable, vendor follow-up, and support for monthly reporting and close.

Job details

We are a well-funded start-up that has reinvented the way people are booking corporate travel for clients across North America. It has disrupted the space by developing an AI powered recommendation engine that has radically improved corporate travel for individuals and corporations. The travel industry is a $1.4 trillion dollar business, and we are poised for tremendous growth as the proven leader for corporate travel and agents. We currently have agreements with many corporate travel agencies and are already serving millions of travellers across North America. What we offer: Competitive compensation package Full health and dental insurance benefits Remote work environment Role Overview We are looking for an Executive Assistant / Bookkeeper to join our growing team. Reporting to the Director of Finance, you will work closely with multiple leaders to support Amgine’s growth across various administrative and financial priorities as well as special projects. Work Location: This role is primarily remote; however, candidates must reside within commuting distance of Toronto to attend occasional mandatory on-site meetings and events. Core Responsibilities Executive & Administrative Support Maintain organized electronic files, records and company documentation Coordinate internal and external communications and follow up on outstanding items Prepare documents, presentations, correspondence and meeting materials Support board, investor, and corporate meetings as needed Support company events, offsites, team meetings and conferences Coordinate remote office administration supplies, equipment as needed Coordinate domestic and international travel, including flights, accommodations, itineraries Manage special projects on behalf of the executive team Bookkeeping & Financial Administration Maintain organized financial documentation and records Monitor vendor inbox for incoming invoices, questions, requests and other communications; route items to the appropriate team member and ensure timely follow-up and resolution Review incoming vendor invoices for accurate coding, and appropriate approval before processing for payment Monitor vendor contracts and renewal dates, proactively reviewing upcoming renewals, pricing changes, and opportunities to renegotiate or consolidate services Processing accounts payable and accounts receivable, including invoices Prepare and send invoices and follow up on outstanding receivables Assist with monthly financial reporting and close processes Assist with other finance related duties as required Success Metrics: Smooth day-to-day team operations Clear communication and meeting follow-through Positive internal feedback What You Bring: 3-5 years of experience providing administrative support to leadership teams, ideally supporting multiple leaders in a fast-paced environment Previous experience in bookkeeping and finance administration, including proficiency with QuickBooks Online or similar platforms Excellent attention to detail and accuracy across financial and administrative workflows Naturally organized and process-oriented in managing shifting priorities Strong follow-through and ownership to drive projects to completion, enforce action items and follow-ups, and build trust with internal teams A proactive self-starter who anticipates needs and surfaces financial or operation issues early Action-oriented and adaptable, eager to jump into new challenges, take on diverse responsibilities and switch gears as priorities shift Naturally inquisitive with a problem-solving mindset We thank everyone for their interest in this position; however, only those candidates invited to interview with us will be contacted. Amgine is an equal opportunity employer and complies with applicable local, Provincial, and Federal fair employment practices laws. The company gives equal opportunity and consideration to employees and applicants without regard to race, colour, religion, national origin, citizenship status, creed, age, or disability which is unrelated to the individual’s ability to perform the duties of a particular job or position, sex, marital status, sexual orientation, gender identity, veteran status, or any other characteristic protected under applicable local, Provincial or Federal laws.

What you’ll do

Provide administrative and executive support to multiple leaders, including coordinating communications, meetings, travel, events, documentation, and special projects. Handle bookkeeping and finance administration, including invoice processing, accounts payable and receivable, vendor follow-up, and support for monthly reporting and close.

Requirements

Candidates should have 3–5 years of experience supporting leadership teams in a fast-paced environment, along with bookkeeping or finance administration experience and proficiency in QuickBooks Online or a similar platform. The role requires strong organization, accuracy, communication, follow-through, adaptability, and proactive problem-solving.

Benefits

• Competitive Compensation
• Health Insurance
• Dental Insurance
• Remote Work Environment

Listed skills

• document preparation · Preferred
• Administrative Support · Preferred
• Financial Reporting · Preferred
• Attention to detail · Preferred
• Accounts receivable · Preferred
• Communication · Preferred
• Quickbooks Online · Preferred
• Project management · Preferred
• Bookkeeping · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Executive Support
• Administrative Support
• Bookkeeping
• Financial Administration
• QuickBooks Online
• Accounts Payable
• Accounts Receivable
• Invoice Processing
• Financial Reporting
• Vendor Management
• Travel Coordination
• Meeting Coordination
• Document Preparation
• Project Management
• Communication
• Attention To Detail

Job areas

• Administrative
• Finance & Accounting
• Management & Leadership
• Hospitality