Executive Assistant & Office Manager

Aquatech Canadian Water Services; Peterborough; On-site; CAD 52,000 - 78,000; Full time

Job summary

Aquatech Canadian Water Services is seeking an experienced Executive Assistant & Office Manager to support senior leadership and field operations in our Peterborough office. This role focuses on high-level administrative and operational coordination in a fast-paced environment.

The ideal candidate will manage calendars, invoices, vendor records, and cross-functional coordination, ensuring accuracy, confidentiality, and timely execution of tasks to support company growth.

Qualifications

• 3–5 years of experience in a senior administrative, executive assistant, office management, or similar role.
• Experience with invoicing, accounts payable, and accounts receivable.
• Proficient in Microsoft Office Suite (Outlook, Word, Excel) and basic software literacy.

Responsibilities

• Provide administrative support to senior leadership and field operations.
• Manage calendars, appointments, and meeting schedules.
• Prepare and issue client invoices accurately and on time.
• Enter vendor invoices into the accounting system and maintain records.
• Monitor accounts receivable and assist with collections as required.
• Coordinate and create purchase order (PO) requests.
• Support office administration, document management, and coordination tasks.
• Assist with special projects and broader operational activities.

Skills

Strong organizational skills

Written and verbal communication

Independent work style

Discretion and confidentiality

Tools

Accounting software

MS Excel

Outlook

Word

Job description

Aquatech Canadian Water Services is a growing team of water and wastewater treatment professionals dedicated to delivering reliable, high-quality services across Ontario. Our team’s expertise and commitment are at the heart of the reliable service we provide.
We are seeking an experienced and highly motivated professional who thrives in a fast-paced environment and enjoys supporting a growing organization through strong administrative, financial, and operational coordination.

Job Description

The Opportunity

Aquatech is seeking a versatile, proactive, and detail-oriented Executive Assistant & Office Manager to provide administrative and operational support to the senior leadership and field operations.
This role requires exceptional organizational skills, sound judgment, and the ability to manage multiple priorities in a dynamic work environment. The ideal candidate is self-motivated, adaptable, and capable of anticipating needs, solving problems, and ensuring day-to-day administrative operations run smoothly.
If you enjoy taking ownership of your work, supporting leadership, and contributing to the success of a growing company, we would like to hear from you.

Key Responsibilities

• Provide administrative support to the Regional Director and senior leadership team.
• Manage calendars, appointments, and meeting schedules.
• Prepare and issue client invoices in a timely and accurate manner.
• Enter vendor invoices into the accounting system and maintain accurate records.
• Monitor accounts receivable and assist with collection activities as required.
• Coordinate and create purchase order (PO) requests.
• Prioritize and manage multiple tasks while adapting to changing business needs.
• Serve as a key point of contact for internal staff and external stakeholders.
• Assist with office administration, document management, and general coordination activities.
• Support special projects and other administrative functions as assigned.

Qualifications

Qualifications

• Minimum 3-5 years of experience in a senior administrative, executive assistant, office management, or similar role.
• Experience working with accounting software and financial administration processes, including invoicing, accounts payable, and accounts receivable.
• Strong organizational and time-management skills with the ability to manage competing priorities.
• Excellent written and verbal communication skills.
• Demonstrated ability to work independently and exercise sound judgment.
• High level of professionalism, discretion, and confidentiality when supporting senior leadership.
• Proficiency in Microsoft Office Suite, including Outlook, Word, and Excel.
• Strong attention to detail and commitment to accuracy.
• Experience in field operations and client relations is considered an asset.
• This is a fully on-site position based in our Peterborough office.

What We Offer

• A collaborative and supportive team environment.
• The opportunity to make a meaningful contribution to the growth and success of the organization.
• Opportunities for professional growth and development.
• Competitive compensation.

Additional Information

Aquatech Canadian Water Services is committed to providing equal employment opportunities and fostering an inclusive workplace. We welcome applications from all qualified candidates.