Executive Assistant

Job description

**This is a remote-based opportunity from anywhere in Canada.** ABOUT AMLB AMLB is a progressive virtual Chief Financial Officer (CFO) business that enables clients and team members to reach their potential. AMLB is growing quickly, having onboarded a portfolio of innovative clients making a real impact in a range of industries from technology to social impact. Purpose-driven and relationship-focused, we are strategic financial partners who intimately understand our clients' businesses and have built a reputation for delivering proactive advice that unleashes our clients’ performance potential. SERVICES OVERVIEW Cloud Accounting : AMLB takes the stress out of managing clients' day-to-day finances by providing a comprehensive cloud bookkeeping solution. From a digitized receipt capture solution to maintaining up-to-date financial records, we handle the clients' bookkeeping tasks efficiently and accurately. We also simplify accounts receivable and payable workflows by setting up and managing user-friendly AP/AR systems through tools like Plooto and Stripe to deliver a seamless, cloud-based solution for managing all incoming and outgoing payments. Tax Planning & Preparation : AMLB offers comprehensive tax support, including the preparation and filing of T2 corporate tax returns, GST/HST filings, financial statement management, and strategic tax planning. AMLB also provides T1 tax filing for owner-managers and audit support for CRA reviews, ensuring peace of mind and compliance throughout the year. Payroll: AMLB’s cloud-based payroll solutions enable clients to securely process payroll anytime, from anywhere. With WagePoint at the core, we manage direct deposits, T4 slips, tax remittances, and real-time updates, while leveraging collaborative tools to ensure accuracy, timeliness, and insight-driven payroll management. CFO Advisory: Through virtual CFO services, AMLB delivers strategic financial guidance tailored to the needs of growing businesses. Our advisory offering includes financial modeling, deep dives into profit and margin leakage, audit committee and board reporting, cash flow and forecast analysis, and key performance indicator (KPI) development—all at a fraction of the cost of an in-house CFO. Not-for-Profit Services: AMLB provides end-to-end financial compliance and advisory for not-for-profit organizations, including preparation and electronic filing of T3010 Registered Charity Returns, funder reporting, and support with government rebate programs such as HST, property tax, and public service body rebates. Technology Enablement: AMLB stands out through its industry-leading use of cloud-first tools to automate, document, and streamline client services—leveraging platforms like Karbon for workflow management, SweetProcess and Loom for process documentation, Dext Prepare for receipt capture, QBO/Xero for accounting, WagePoint for payroll, Plooto for payments, and Microsoft SharePoint and Teams for seamless collaboration. AMLB in the Community : AMLB is a purpose-driven organization committed to improving outcomes for clients, team members, and its communities. We regularly support various causes, such as ending youth homelessness, reducing poverty, and eliminating its carbon footprint. AMLB's global recognition includes being named a Top 50 Modern Accounting Firm, winning the Karbon Excellence Award for Diversity & Authenticity and being shortlisted for the Karbon Excellence Award for Sustainability. AMLB is a fast-growing and innovative organization with strong values, progressive leadership and a collaborative, purpose-driven, and inclusive culture. This is a unique opportunity to join an organization on a significant growth trajectory and directly contribute to the organization's success. If you want to work at an entrepreneurial business where you will have the opportunity to make a real impact and gain experience using tools that are disrupting the way accounting is done, you may be a great fit for AMLB. THE POSITION The Executive Assistant to the Integrator is a high-trust role providing executive and administrative support to AMLB’s Integrator and Visionary. You will help protect both executives’ time, manage calendars and communications, coordinate meetings and priorities, and ensure commitments are followed through. The role will primarily involve email and calendar management, meeting coordination, administrative follow-up, and supporting the executives with day-to-day priorities. This role requires exceptional organization, initiative, discretion, responsiveness, and follow-through. The role starts at approximately 3 hours per business day / 60 hours per month , with the opportunity to grow as AMLB grows. THE PRIORITIES Executive Support: Manage inboxes, calendars, meetings, priorities, and commitments for both the Integrator and Visionary. EOS Administration: Coordinate Leadership L10s, quarterly and annual planning, scorecards, and related logistics. People & Culture: Coordinate employee engagement, recognition, events, and hiring administration. Technology: Maintain the application inventory, renewals, contracts, and related tracking. Loop Closing: Track commitments and proactively flag anything at risk of slipping. CORE RESPONSIBILITIES Executive Support Manage inbox triage for the Integrator and Visionary, escalating items requiring their attention. Proactively manage and coordinate calendars for both executives. Protect focus time and resolve conflicts at least three business days in advance. Coordinate recurring meetings, including 1-on-1s, skip-levels, roundtables, and all-hands. Draft and coordinate correspondence on behalf of the executives. EOS & Reporting Coordinate Leadership L10 logistics and ensure scorecards are ready. Coordinate quarterly and annual planning sessions and V/TO materials. Maintain the accountability chart and recurring reporting packages. Coordinate monthly and quarterly all-team communications. People & Culture Coordinate employee swag, recognition, engagement activities, and team events. Support interview scheduling and candidate coordination. Maintain confidentiality of employee and candidate information. Technology Maintain the application and technology inventory. Track users, costs, contracts, and renewal dates. Flag renewals and key decisions at least 30 days in advance. Coordinate administrative follow-up with technology providers. Loop Closing Maintain the Integrator and Visionary’s master commitment list. Track owners, deadlines, and status. Follow up on outstanding commitments and proactively flag risks. HOW SUCCESS IS MEASURED Weekly scorecard targets include: Integrator & Visionary action items older than 48 hours: 0 L10 scorecard ready before each meeting: 100% Integrator & Visionary focus time protected: 6–8 hours/week Prior-week commitments completed on time: 90%+ 1-on-1s and skip-levels held as planned: 95% Additional measures include timely reporting, accurate technology records, renewals flagged 30+ days in advance, and interviews scheduled within 48 hours during active hiring. IDEAL CANDIDATE PROFILE 3+ years supporting a senior executive, COO, Integrator/Visionary, Partner, or similar leader. Exceptional organization and follow-through. Proactive, self-directed, and comfortable working independently. Comfortable holding others accountable to deadlines. Strong written communication and judgment. Highly discreet with confidential information. Comfortable working remotely across time zones. Technologically fluent and quick to learn new tools. Comfortable using AI to improve productivity. Takes satisfaction in creating order and ensuring nothing falls through the cracks. NICE TO HAVE EOS experience and familiarity with L10s, Rocks, and V/TO. Professional services or accounting experience. Experience supporting an executive leadership team. Familiarity with Karbon, BambooHR, Microsoft 365, QBO/Xero, Fireflies, or Claude. YOUR FIRST 90 DAYS A structured 90-day ramp will define clear expectations for days 30, 60, and 90. You will be expected to quickly establish reliable systems for inbox, calendar, meetings, commitments, reporting, People & Culture, and technology administration while demonstrating consistent proactive follow-through. THE ATTRACTIONS High-trust, high-visibility role supporting AMLB’s Integrator and Visionary. Fully remote and flexible environment. Exposure to leadership, People & Culture, technology, and business operations. Opportunity to work with modern cloud and AI tools. Purpose-driven, collaborative culture. Opportunity for the role to grow with AMLB. DETAILS Location: Remote within Canada, aligned to Eastern Time Hours: Approximately 3 hours/day, 60 hours/month to start Compensation: Based on expertise Reports to: Integrator & Visionary To apply, send your resume along with a short note describing a system you built or ran that kept an executive out of the weeds.