Executive Administrator / Office Manager

Nsbomega; Town of Rothesay; On-site; CAD 60,000 - 80,000; Full time

Job summary

A growing consulting firm is seeking an Executive Administrator / Office Manager to streamline internal operations and support leaders. Key responsibilities include travel coordination, expense management, and office administration. Candidates should have 3+ years of relevant experience, a degree in Business Administration or Office Management, and proficiency in Microsoft Office. Bilingualism in French and English is an asset, and a competitive compensation package is offered.

Benefits

Competitive compensation and benefits package

Opportunity for professional growth

Exposure to diverse projects

Qualifications

• 3+ years of administrative or office management experience required.
• Experience in a professional services or consulting environment is an asset.
• Ability to handle confidential information professionally.

Responsibilities

• Arrange travel itineraries, accommodations, and logistics.
• Collect, review, and submit weekly employee timesheets.
• Process and track employee expense submissions.
• Monitor outstanding invoices and follow up with clients.
• Support HR processes for employee onboarding and offboarding.
• Assist in drafting and editing proposals and reports.
• Maintain administrative systems and ensure effective communication.

Skills

Organizational skills

Multitasking skills

Proficiency in Microsoft Office Suite

Strong English proficiency

Bilingualism (French/English)

Education

Diploma or degree in Business Administration or Office Management

Tools

QuickBooks

Sage

ADP

Job description

Executive Administrator / Office Manager

About M3 Project Solutions

M3 Project Solutions is a growing consulting firm specializing in project controls, cost management, and quantity surveying services. We support clients across industrial, infrastructure, and commercial sectors by providing clarity, accountability, and rigor in planning, estimating, and execution. As we expand, we are seeking a detail-oriented and proactive Executive Administrator / Office Manager to help streamline our internal operations and support our leadership team.

Key Responsibilities

• Travel Coordination: Arrange travel itineraries, accommodations, and logistics for staff and executives.
• Timesheet Coordination: Collect, review, and submit weekly employee timesheets; liaise with payroll to ensure accuracy.
• Expense Management: Process and track employee expense submissions, coordinate reimbursements with payroll.
• Accounts Receivable (AR) Follow-Up: Monitor outstanding invoices and follow up with clients to ensure timely payment.
• Employee Onboarding & Offboarding: Support HR processes including setup of new hires, equipment allocation, orientation, and exit coordination.
• Proposal & Document Preparation: Assist in drafting, formatting, and editing proposals, reports, and client communications.
• General Office Management: Maintain administrative systems, ensure effective communication between teams, and support leadership with ad hoc tasks.

Qualifications Required

• Diploma or degree in Business Administration, Office Management, or related field (or equivalent experience).
• 3+ years of administrative, office management, or executive assistant experience (professional services or consulting environment an asset).
• Strong organizational and multitasking skills, with attention to detail.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Familiarity with accounting / payroll systems (e.g., QuickBooks, Sage, ADP, or similar) is considered an asset.
• Strong proficiency in English (spoken and written) is required. Bilingualism (French/English) is considered a significant asset.
• Ability to handle confidential information with professionalism and discretion

What we offer

• Competitive compensation and benefits package.
• Opportunity to grow with a dynamic and expanding firm.
• Exposure to diverse projects in the energy, infrastructure, and construction industries.

A collaborative culture built on clarity, accountability, and trust