Remote Executive Assistant

Top 40 Woodworks is one of Western Canada’s largest commercial millwork & kitchen manufacturers based in Kamloops, BC. We are a vibrant, growing company that values our people, embraces technology & education, and fosters an energized supportive remote work environment. We focus on hitting milestones early to ensure smooth successful projects and strong client & trade relationships.

HR Responsibilities
- Update employee records and shift schedules
- Maintain and revise nonconfidential HR documents and SOPs
- Manage department-specific training playlists
- Coordinate all-staff announcements via SageHR and email (e.g. holidays, townhalls, fun posts)
- Filter job applications based on criteria
- Update time-approvers, policy allowances, and organizational charts
- Monitor the time-off matrix to ensure department coverage remains above minimum thresholds

Social Media Responsibilities
- Schedule and publish posts following SOPs and brand guidelines

Finance & Administration Responsibilities
- Transcribe Health & Safety meeting minutes and distribute promptly
- Maintain and update Admin and SageHR calendars
- Track employee time
- Reconcile POs vs invoices for materials and buyouts, noting discrepancies
- Maintain and audit contact lists
- Generate time banked and overtime reports for salary and hourly employees
- Administer contracts using a checklist and ensure documents are uploaded to the software
- Update Outlook meeting calendar around statutory holidays
- Perform quarterly audits of software contact lists to merge duplicates and organize vendor/client sub-contacts

Tools You'll Use
- Innergy
- SharePoint
- SageHR
- Microsoft Teams
- Outlook
- Indeed (optional)

? Qualifications
- Proven experience in executive or administrative support roles
- Strong written and verbal English communication skills
- Comfortable using cloud-based tools and managing multiple platforms
- Detail-oriented, proactive, and highly organized
- Ability to work independently and meet deadlines