Executive Assistant & Operations Coordinator (Part-Time)
Employer: BookkeepingKelowna.com Bookkeeping Services Ltd.
Location: Kelowna, BC (Hybrid/Remote options may be available)
Hours: 10–15 hours per week
Compensation: Competitive hourly wage based on experience
About Us
BookkeepingKelowna.com Bookkeeping Services Ltd. is a growing professional bookkeeping and business consulting firm based in Kelowna, British Columbia. In addition to supporting our bookkeeping clients, we provide operational support across several affiliated businesses, including e-commerce, apparel, marketing, and business development initiatives.
We are seeking a highly organized, proactive, and detail-oriented Executive Assistant who thrives in structured environments and takes pride in keeping information, projects, and systems exceptionally organized.
This position is ideal for someone who enjoys bringing order to complexity, has outstanding communication skills, and takes genuine satisfaction in creating efficient systems.
Position Summary
The Executive Assistant & Operations Coordinator will provide executive-level administrative support across multiple businesses owned by the company. This individual will help organize projects, manage documentation, maintain filing systems, coordinate communications, and assist with day-to-day business operations.
Success in this role requires someone who is proactive, trustworthy, exceptionally organized, and capable of managing multiple priorities while maintaining a high level of accuracy.
Key ResponsibilitiesExecutive Support
- Manage calendars, appointments, and scheduling
- Prepare correspondence, reports, and business documents
- Coordinate meetings and follow-up action items
- Conduct research and summarize findings
- Assist with special projects and operational initiatives
- Maintain confidentiality of all company information
Administrative Operations
- Create and maintain organized filing systems for both physical and digital records
- Develop and improve document management procedures
- Maintain company records and operational documentation
- Organize contracts, invoices, receipts, and business correspondence
- Assist with payroll preparation and administrative support
- Prepare meeting materials and internal documents
File & Document Management
- Maintain exceptionally organized digital file structures
- Ensure documents follow consistent naming conventions and version control
- Organize physical filing systems for easy retrieval
- Archive records accurately while maintaining accessibility
- Identify opportunities to improve organizational processes
Business Support
- Assist with customer communications
- Coordinate with vendors and suppliers
- Support website and e-commerce administrative tasks
- Assist with project coordination across multiple businesses
- Help maintain standard operating procedures (SOPs)
- Perform other administrative duties as required
Required Qualifications
- English is your first and primary language with exceptional written and verbal communication skills.
- Minimum 2 years of administrative or executive assistant experience (preferred).
- Excellent organizational and time management skills.
- Strong proficiency with Microsoft Office and Google Workspace.
- Comfortable learning new software and technology.
- Ability to work independently with minimal supervision.
- Professional, reliable, and trustworthy.
- Ability to maintain strict confidentiality.
The Ideal Candidate
We are looking for someone who naturally notices the details that others miss.
You are the type of person who:
- Enjoys creating order from chaos.
- Takes pride in keeping everything meticulously organized.
- Maintains an exceptionally high standard for accuracy.
- Is highly detail-oriented and naturally systematic in your work.
- Communicates professionally and confidently with clients, vendors, and team members.
- Anticipates needs before being asked.
- Can manage multiple projects without losing track of details.
- Values consistency, structure, and continuous improvement.
Skills We Value
- Outstanding organizational skills
- Exceptional attention to detail
- Excellent written communication
- Strong interpersonal skills
- Digital file management expertise
- Physical records management
- Problem-solving ability
- Professional judgment
- Time management
- Ability to prioritize competing tasks
Software Experience
Experience with any of the following is considered an asset:
- Microsoft Office 365
- Google Workspace
- QuickBooks Online
- Adobe Acrobat
- Canva
- Wix
- ChatGPT or AI productivity tools
- Project management software
- Cloud-based document management systems
What We Offer
- Flexible part-time schedule (10–15 hours per week)
- Opportunity to grow with an expanding group of businesses
- Variety in day-to-day responsibilities
- Professional and supportive work environment
- Meaningful role with direct collaboration alongside the business owner
- Opportunity for increased hours and advancement as the businesses continue to grow
If you are someone who genuinely enjoys organization, thrives on creating efficient systems, and takes pride in producing high-quality work, we would love to hear from you.
Pay: $18.50-$27.50 per hour
Work Location: In person
