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Executive Assistant, Finance

Job Highlights

About the Opportunity

Administrative Activities

  • Develop and leverage relationships across departments, with executives, managers, staff and external clients to foster and support intra-group coordination while carrying out responsibilities
  • Interact and collaborate regularly, as a critical function, with the executive and their teams to develop and recommend alternatives, implement improvement opportunities, and to accomplish administrative and operational tasks
  • Compose, edit and manage materials such as communications, correspondence, presentations, reports and make recommendations on content
  • Accountable for disseminating communications to facilitate timely and effective communications
  • Coordinate and dispatch meeting invitations and agendas to attendees, books meeting rooms and arrange for IT resources and refreshments in support of a smooth and efficient meeting facilitation
  • Prepare and dispatch outgoing mail, interfaces with selected couriers to ensure packages have been delivered within established timeframes
  • Screen telephone calls and responds to routine, moderate and complex inquiries
  • Perform back-up function for other administrative staff during vacation or other absences to ensure that administrative support is provided on an ongoing basis
  • Maintain confidential information for the business and team
  • Maintain multiple Outlook contact lists and calendars for Team members
  • Provide filing support and ensure that all department drives and files are kept current
  • Coordinate conference / travel arrangements for the Team following the corporate policies
  • Take on special projects such as electronic filing strategy

Vendor Management

  • Manage the new vendor process to ensure accurate and timely information entry.
  • Create and manage vendors in Yardi

Purchase Order Entry and Monitoring

  • Monitor PO request mailbox and ensure completeness for all PO requests received
  • Process PO requests in Payscan and ensure smooth running of the Payscan module by closing completed POs and resolving any operational issues by communicating with Controller(s)

Office Management

  • Manage contracts, leases and price negotiations with office vendors and service providers
  • Coordinate with IT department and vendors for the smooth sourcing, installation and maintenance of all IT and other office equipment 
  • Manage memberships, subscriptions, and video-conferencing, e-signature and file sharing accounts   
  • Order all office essential stationery items
  • Maintain and reconcile company credit cards
  • Manage employee cell phone program including arranging for new phones, replacements, works with provider on invoicing and agency bundle package
  • Manage and oversee Petty Cash, TTC Tokens – tracks all expenditures, reconciles and replenishes as needed

Relationship Responsibilities

  • Work collaboratively and develop and maintain good working relationships within the company
  • Develop and maintain effective and positive working relationships with various City departments and agencies as well as external contacts, City Councillors, service providers, financial institutions, professional organizations, and clients

About You

  • Minimum of 5+ years of proven experience in an administrative assistant role
  • Expert level PC skills (MS Office: Excel, Word, PowerPoint, Adobe and Outlook)
  • Experience with Yardi is an asset
  • Seasoned understanding of financial/accounting processes
  • Detail oriented, extremely well organized, and able to manage time and multi-task to accomplish a multitude of tasks, with conflicting priorities and timelines
  • Ability to deal with confidential materials in an appropriate manner
  • Ability to maintain a positive attitude and composed demeanor especially during stressful periods
  • Excellent coordination, prioritization and follow-up skills necessary for an often changing environment
  • Strong interpersonal skills and the ability to exercise good judgment, tact and discretion
  • Demonstrated oral and written communication skills
  • Innate ability to work well independently and within a team environment


$65,000 - $75,000/year

How to Apply

Click the “Apply Now” button and follow the instructions to submit your resume. Please note that we only accept documents in MS Word or Rich Text formats. When referencing this job, quote #29878.

You must currently reside within the Greater Toronto Area and be permitted to work in Canada to be considered for this opportunity. A recruiter will be in touch with you if your profile meets our client’s requirements for this role.

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Executive Assistant, Finance

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