Senior Office Manager - Bookkeeping and Boards

The Headhunters Recruitment View all jobs

  • Edmonton, AB
  • $75,000-85,000 per year
  • Permanent
  • Full-time
  • 29 days ago
We are seeking a Senior Office Manager and Board Administrator with demonstrated experience supporting senior leadership and a Board of Directors, including preparing board materials, attending meetings, and taking formal meeting minutes. This is a 100 percent onsite role based in downtown Edmonton and is not eligible for remote or hybrid work.Our client is a well-established professional services firm within the agricultural industry, recognized for its long-standing presence and reputation for high-quality advisory work. They support clients across Western Canada with specialized expertise and a strong commitment to accuracy, integrity, and service excellence. Known for exceptionally low turnover, a collaborative culture, and a long-tenured team, this organization offers a stable and supportive environment where employees value meaningful work, open communication, and strong professional relationships.This role plays a central and trusted role within the organization, working closely with senior management and the Board. The successful candidate will oversee daily office operations while providing high-level administrative, financial, and governance support. Senior Office Manager and Board Administrator Responsibilities:
  • Executive, Office and Administrative Operations
  • Oversee daily office operations, reception, mail handling, and general administration
  • Coordinate administrative support for professional staff and senior leadership
  • Maintain regular communication with senior management on operational matters
  • Support HR administration in collaboration with senior leadership
  • Handle sensitive and confidential information with discretion and professionalism
Board, Governance and Senior Leadership SupportSchedule Board of Directors meetings and prepare agendas, reports, and board packages * Attend board meetings and take accurate, formal meeting minutes
  • Prepare and present financial information for Board review as required
  • Support board- and client-related projects, including invoicing and honorarium distribution
Bookkeeping and Financial AdministrationProcess accounts payable and receivable, including EFTs, cheques, expense claims, and photo deposits * Produce and process bi-monthly payroll
  • Prepare month-end financial statements for senior management
  • Complete monthly bank reconciliations for multiple related entities
  • Follow up on overdue accounts receivable and communicate professionally with clients
  • Liaise with external accountants to respond to financial inquiries
Banking, Reporting and CompliancePrepare revenue reports and financial summaries for senior management * Complete GST filings on a monthly or quarterly basis depending on the entity
  • Support federal and provincial tax reporting requirements
  • Assist with insurance administration and regulatory compliance obligations
Annual and Strategic ResponsibilitiesPrepare chargeable hours and returns-per-job reports for senior leadership * Gather documentation for year-end financial statements
  • Support annual salary adjustments, bonus payouts, and share distributions
  • Coordinate corporate events, meetings, and related logistics
The successful candidate has:
  • 8 to 10 years of senior administrative experience, including direct support to senior leadership and a Board of Directors
  • Proven experience preparing board materials and taking formal meeting minutes
  • Postsecondary education in administration, accounting, or a related field is an asset
  • Strong business acumen with the ability to interact professionally with executives, board members, clients, and external partners
  • Experience in a professional services environment such as accounting, legal, advisory, or consulting is strongly preferred
  • Agricultural industry experience is an asset
  • Strong bookkeeping skills with experience using accounting software; BVData or Sage experience is an asset
  • Advanced proficiency in Microsoft Office, SharePoint, and Excel
  • Experience processing payroll and managing accounts payable and receivable
  • Exceptional organizational skills and strong attention to detail
  • Ability to work independently in a full-time, in-office role located in downtown Edmonton
  • Ability to complete a criminal record check, credit check, and sign a non-disclosure agreement
Compensation and benefits:
  • Salary range of $75,000 to $85,000, depending on experience
  • Candidates with extensive board governance and senior operational experience and higher compensation expectations may be considered
  • Comprehensive benefits package
  • Three weeks of vacation
  • Paid parking
  • Professional development opportunities
  • Team and corporate events
Candidates must be legally authorized to work in Canada. Only candidates selected to move forward in the hiring process will be contacted.#LI-PB1

The Headhunters Recruitment