Bookkeeper and Administrative Assistant

Key Responsibilities

Bookkeeping and Financial Administration

• Maintain accurate day-to-day financial records and bookkeeping.
• Process accounts payable and accounts receivable.
• Prepare and issue invoices and follow up on outstanding payments.
• Reconcile bank accounts, credit cards, and other financial records.
• Process expense claims and maintain supporting documentation.
• Assist with payroll administration and related record-keeping.
• Prepare financial reports and information for management.
• Assist with the preparation of budgets and financial tracking for projects and grants.
• Maintain organized financial files and documentation for audits and year-end reporting.
• Liaise with external accountants, auditors, suppliers, and other financial service providers as required.

Office and Organizational Administration

• Provide general administrative support across the organization.
• Maintain organized electronic and physical filing systems.
• Assist with contracts, correspondence, forms, and other organizational documentation.
• Support the administration of conferences, webinars, meetings, and other events.
• Coordinate office supplies, service providers, and other operational requirements.
• Help maintain internal systems, calendars, and administrative processes.
• Respond to general inquiries and direct requests to the appropriate staff member.

Executive Support

The position will also involve providing occasional direct support to the President, including:

• Managing calendars, appointments, and meeting arrangements.
• Coordinating travel and accommodation when required.
• Preparing documents, correspondence, and briefing materials.
• Assisting with scheduling and following up on administrative tasks.
• Helping manage personal and professional administrative matters when required.
• Undertaking other tasks to support the effective functioning of senior management.

Qualifications and Skills

The ideal candidate will have:

• Experience in bookkeeping, financial administration, or accounting support.
• Experience working with bookkeeping or accounting software.
• Strong attention to detail and excellent organizational skills.
• The ability to manage multiple priorities and work independently.
• A high level of discretion and professionalism when handling confidential information.
• Strong written and verbal communication skills.
• Proficiency with Microsoft Office and Google Workspace.
• Experience working in a non-profit, research, academic, or professional services environment would be an asset.
• Fluency in English and French is strongly preferred.

The Ideal Candidate

We are looking for someone who enjoys working in a small, dynamic organization where responsibilities are varied and no two days are exactly the same. The successful candidate will be comfortable moving between detailed financial work, routine administrative responsibilities, and occasional executive support.

This role would be particularly well suited to someone who is dependable, proactive, highly organized, and able to take ownership of administrative processes. 

What We Offer

ACS offers an opportunity to work with a friendly and collaborative team involved in research, public policy, education, and events at the national level. The position provides a broad range of responsibilities and the opportunity to play an important role in supporting the operations of a growing organization.

Salary: $52,000 - $62,000, commensurate with experience.