Job Title: Executive Assistant & Business Operations Coordinator
Location: Remote to start (Hybrid in the future). You must reside in Calgary or Okotoks, Alberta.
Type: Full-Time

Our recruitment team is currently partnering with Westbow Systems Group to hire an Executive Assistant & Business Operations Coordinator. This role will support the day-to-day financial, operational, and administrative functions of the business and plays a key role in keeping projects, systems, and leadership priorities running smoothly.

Westbow Systems Group delivers commercial storage and organizational solutions across Western Canada and operates with a collaborative, high-performance team environment.

Key Responsibilities

Finance & Bookkeeping

Maintain accurate financial records using QuickBooks, Xero, or similar platforms
Manage accounts receivable and invoicing, including follow-ups on outstanding payments
Process vendor invoices and support accounts payable
Reconcile expenses and credit card transactions
Liaise with external accountants to support reporting and year-end processes

Operations & Project Coordination

Support project tracking, deadlines, and operational workflows
Manage purchase orders and freight administration
Maintain compliance documentation including WCB clearance, certificates of insurance, and project documentation

Administrative & Executive Support

Manage calendars, meetings, and administrative coordination for leadership
Handle inbound inquiries and maintain organized digital documentation
Support internal communication and documentation across Microsoft 365

Systems & CRM Administration

Maintain CRM records, contacts, and pipeline updates
Support process improvements and system organization

People Operations Support

Assist with onboarding administration for new employees and contractors
Maintain organized personnel records and HR documentation

Qualifications

Required

5+ years of experience in administrative, operations, or finance coordination roles
Hands-on bookkeeping experience using QuickBooks, Xero, or similar systems
Proficiency with Microsoft 365 (Outlook, Word, Excel, OneDrive)
Strong organizational skills and attention to detail
Ability to manage multiple priorities in a fast-paced environment
Strong communication skills and ability to work independently in a remote setting

Assets

Bookkeeping certification or accounting background
Experience working with CRM systems
Experience supporting project-based or operational businesses
Familiarity with logistics, compliance documentation, or freight coordination

Work Arrangement

Full-time position
Remote to start, transitioning to hybrid when a physical office opens
Equipment provided

Forge Performance Group

New Jobs

Executive Assistant & Business Operations Coordinator