Executive Assistant – Operations, Finance & Sales Support
Top Benefits
About the role
We’re not just hiring an EA.
We’re hiring a force multiplier. Someone who can move at the speed of business, keep pace with a growing design firm, and be trusted to manage the details that keep everything running.
This is not your typical Executive Assistant role. At Phase One Design, you’ll work side-by-side with the CEO—supporting everything from calendar management and client communication to bookkeeping, invoicing, and sales support.
If you’re organized, proactive, numbers-savvy, and excited to support both the creative and business sides of a company—we want to hear from you.
Is this you?
- You’re an experienced Executive Assistant (5+ years), supporting CEOs or Founders in high-growth, fast-paced companies.
- You don’t wait for instructions—you anticipate, act, and figure things out as you go.
- You write clearly, professionally, and can speak on behalf of the CEO with confidence.
- You’re organized, focused, and can juggle sales tasks, financials, and a shifting calendar without missing a beat.
- You have strong financial acumen—you understand cash flow, love tracking numbers, and spot trends before others do.
You’re the kind of person who sees a gap and fills it. And above all, you care deeply—about the work, the people, and doing things right.
What You’ll Do
Executive & Administrative Support
- Protect the CEO’s time and help keep her focused on what matters mostOwn the CEO’s calendar, inbox, and day-to-day scheduling
- Prepare meeting agendas, decks, and follow-ups
- Handle client communication with clarity, accuracy, and professionalism
- Coordinate internal meetings and documentation
- Assist with proposals, sales call prep, and tracking leads through follow-up
Accounting & Finance Support
- Manage day-to-day bookkeeping using QuickBooks Online
- Process and send client invoices, track receivables, and follow up as needed
- Track expenses, reconcile accounts, and support month-end reporting
- Assist with payroll coordination, benefits administration, and vendor payments
- Support with financial documentation for year-end and audit prep
- Help manage T4s, GST, and T5018 tracking
Sales & Client Coordination
- Be the behind-the-scenes engine that keeps sales efforts organized and consistent
- Support CEO with lead tracking, proposal preparation, and CRM updates
- Send follow-ups and proposals, and help manage the pre-sale client journey
- Track lead conversion data and assist with client onboarding steps
- Prepare meeting agendas, decks, and follow-ups
- Handle client communication with clarity, accuracy, and professionalism
- Protect the CEO’s time and help keep her focused on what matters most
- Coordinate internal meetings and documentation
- Assist with proposals, sales call prep, and tracking leads through follow-up
Who You Are
- 5+ years as an Executive Assistant, Office Manager, or similar role
- Experience with bookkeeping or small business finance (QuickBooks Online preferred)
- Strong communicator who can write on behalf of a CEO clearly and professionally
- Comfortable juggling multiple priorities and pivoting as needed
- Extremely detail-oriented, responsive, and organized
- Professional and proactive—you anticipate what’s needed before being asked
- Trustworthy and discreet with sensitive business and financial information
- Experience supporting sales, business development, or client service is a huge asset
What You’ll Get
- Competitive hourly pay or salary based on experience ($25–$40/hour)
- Minimum 30 hours/week, with potential for full-time
- In-office Tuesday to Thursday, with remote option on Monday and Friday
- Extended health, dental, vision, and life insurance
- Paid time off and a wellness program
- A collaborative team that values trust, initiative, and doing great work
- A front-row seat to the inner workings of a high-performing creative business
About Us
Phase One Design is a custom home design firm with a mission to enhance lives and create legacies through exceptional design. Our culture is fast, focused, and fueled by passion. We don’t cut corners — and we genuinely care. About our clients. About each other. And about building something truly great.
Learn more about us at www.phaseonedesign.ca
Ready to level up your career?
Apply now. Let’s build something incredible — together.
Job Types: Full-time, Part-time
Pay: From $55,000.00 per year
Benefits:
- Casual dress
- Company events
- Dental care
- Disability insurance
- Extended health care
- Flexible schedule
- Life insurance
- Paid time off
- Vision care
- Work from home
Schedule:
- 8 hour shift
- Monday to Friday
- No weekends
Experience:
- Bookkeeping: 1 year (required)
- Microsoft Suite: 5 years (preferred)
- Executive Assistant: 5 years (required)
Location:
- Calgary, AB T2G0T1 (required)
Work Location: Hybrid remote in Calgary, AB T2G0T1
Expected start date: 2025-08-01
Executive Assistant – Operations, Finance & Sales Support
Top Benefits
About the role
We’re not just hiring an EA.
We’re hiring a force multiplier. Someone who can move at the speed of business, keep pace with a growing design firm, and be trusted to manage the details that keep everything running.
This is not your typical Executive Assistant role. At Phase One Design, you’ll work side-by-side with the CEO—supporting everything from calendar management and client communication to bookkeeping, invoicing, and sales support.
If you’re organized, proactive, numbers-savvy, and excited to support both the creative and business sides of a company—we want to hear from you.
Is this you?
- You’re an experienced Executive Assistant (5+ years), supporting CEOs or Founders in high-growth, fast-paced companies.
- You don’t wait for instructions—you anticipate, act, and figure things out as you go.
- You write clearly, professionally, and can speak on behalf of the CEO with confidence.
- You’re organized, focused, and can juggle sales tasks, financials, and a shifting calendar without missing a beat.
- You have strong financial acumen—you understand cash flow, love tracking numbers, and spot trends before others do.
You’re the kind of person who sees a gap and fills it. And above all, you care deeply—about the work, the people, and doing things right.
What You’ll Do
Executive & Administrative Support
- Protect the CEO’s time and help keep her focused on what matters mostOwn the CEO’s calendar, inbox, and day-to-day scheduling
- Prepare meeting agendas, decks, and follow-ups
- Handle client communication with clarity, accuracy, and professionalism
- Coordinate internal meetings and documentation
- Assist with proposals, sales call prep, and tracking leads through follow-up
Accounting & Finance Support
- Manage day-to-day bookkeeping using QuickBooks Online
- Process and send client invoices, track receivables, and follow up as needed
- Track expenses, reconcile accounts, and support month-end reporting
- Assist with payroll coordination, benefits administration, and vendor payments
- Support with financial documentation for year-end and audit prep
- Help manage T4s, GST, and T5018 tracking
Sales & Client Coordination
- Be the behind-the-scenes engine that keeps sales efforts organized and consistent
- Support CEO with lead tracking, proposal preparation, and CRM updates
- Send follow-ups and proposals, and help manage the pre-sale client journey
- Track lead conversion data and assist with client onboarding steps
- Prepare meeting agendas, decks, and follow-ups
- Handle client communication with clarity, accuracy, and professionalism
- Protect the CEO’s time and help keep her focused on what matters most
- Coordinate internal meetings and documentation
- Assist with proposals, sales call prep, and tracking leads through follow-up
Who You Are
- 5+ years as an Executive Assistant, Office Manager, or similar role
- Experience with bookkeeping or small business finance (QuickBooks Online preferred)
- Strong communicator who can write on behalf of a CEO clearly and professionally
- Comfortable juggling multiple priorities and pivoting as needed
- Extremely detail-oriented, responsive, and organized
- Professional and proactive—you anticipate what’s needed before being asked
- Trustworthy and discreet with sensitive business and financial information
- Experience supporting sales, business development, or client service is a huge asset
What You’ll Get
- Competitive hourly pay or salary based on experience ($25–$40/hour)
- Minimum 30 hours/week, with potential for full-time
- In-office Tuesday to Thursday, with remote option on Monday and Friday
- Extended health, dental, vision, and life insurance
- Paid time off and a wellness program
- A collaborative team that values trust, initiative, and doing great work
- A front-row seat to the inner workings of a high-performing creative business
About Us
Phase One Design is a custom home design firm with a mission to enhance lives and create legacies through exceptional design. Our culture is fast, focused, and fueled by passion. We don’t cut corners — and we genuinely care. About our clients. About each other. And about building something truly great.
Learn more about us at www.phaseonedesign.ca
Ready to level up your career?
Apply now. Let’s build something incredible — together.
Job Types: Full-time, Part-time
Pay: From $55,000.00 per year
Benefits:
- Casual dress
- Company events
- Dental care
- Disability insurance
- Extended health care
- Flexible schedule
- Life insurance
- Paid time off
- Vision care
- Work from home
Schedule:
- 8 hour shift
- Monday to Friday
- No weekends
Experience:
- Bookkeeping: 1 year (required)
- Microsoft Suite: 5 years (preferred)
- Executive Assistant: 5 years (required)
Location:
- Calgary, AB T2G0T1 (required)
Work Location: Hybrid remote in Calgary, AB T2G0T1
Expected start date: 2025-08-01