Executive Assistant Virtual

About the role
We're hiring a full-time, fully remote Executive Assistant to own the owner's inbox and keep the books current every single day. You'll be the person who makes sure nothing slips: every email gets handled, every receipt gets matched, and month-end closes clean.
We operate high-volume, multi-location restaurants in downtown Toronto. This role is built for someone who is organized, discreet, and comfortable making judgment calls without waiting to be told.
Responsibilities: inbox management
You'll keep the owner's business inboxes at zero unhandled messages by end of each business day.
Triage daily across 4–5 business inboxes: sort, label, archive, and flag what needs the owner.
Handle routine mail yourself: vendor follow-ups, scheduling, document requests, confirmations.
Draft replies for approval on anything sensitive, financial, legal, or people-related. Replies go out from the account that received the message.
Send a daily digest (end of day): what came in, what you handled, what needs the owner's decision, and what's waiting on others.
Capture action items into the owner's task list and calendar, with dates.
Manage the calendar: book meetings, send invites, protect focus time, and resolve conflicts.
Route invoices and receipts from email into the bookkeeping system the same day they arrive.
Keep the inbox clean: filters, labels, unsubscribes, and templates for repeat replies.
Chase open loops: follow up on anything waiting more than 48 hours.
Responsibilities: daily bookkeeping
You'll keep three sets of books (two restaurants plus the holding company) current to within one business day.
Daily
Review every receipt and invoice submitted to QBO; confirm the OCR read, supplier, amount, HST, and category.
Code each item to the correct QuickBooks Online company and chart-of-accounts category.
Publish approved items to QuickBooks and reconcile against bank and credit-card feeds.
Flag any card charge without a receipt and follow up directly with the cardholder until it's in.
Weekly
Reconcile food-supplier invoices from our two main distributors against deliveries and payments.
Track bills due and prepare a payment list for the owner's approval.
Report open items: missing receipts, unmatched transactions, disputed invoices.
Month-end
Close both restaurants' books and reconcile all bank and card accounts.
Prepare the franchisor's monthly financial reporting package and enter the month's expenses into the franchisor's reporting portal by month end.
Prepare the package for our external accountant.

Work arrangement
Yes