Executive Assistant to the COO

3 weeks ago

Toronto Ontario CA, Ontario Hays Full time

Position Overview:

We are seeking an experienced Executive Assistant to support the Chief Operating Officer (COO). This role is an exciting opportunity for a highly organized, proactive individual with strong communication, analytical, and accounting skills. The ideal candidate will possess advanced proficiency in Microsoft Excel and have a solid understanding of accounting principles. As an Executive Assistant to the COO, you will play a pivotal role in supporting operational needs, ensuring the smooth running of financial and administrative tasks, and contributing to key business initiatives.

This is a full time in office role, Monday to Friday 9am-5pm.


What you will be doing:

• Provide high-level administrative support to the COO, managing schedules, calendars, and meetings to ensure efficient time management and workflow.

• Draft and prepare correspondence, reports, presentations, and other documents on behalf of the COO.

• Manage and organize internal and external communications for the COO, acting as a point of contact for key stakeholders.

• Assist with the coordination of various projects and initiatives, ensuring timely follow-up and delivery of results.

• Perform complex financial data analysis using advanced Excel functions, preparing financial reports, and assisting with budgeting and forecasting for the COO.

• Oversee and streamline internal operational procedures, identifying areas for improvement to enhance efficiency.

• Provide detailed reconciliation of financial records, including bank accounts, A/P, A/R, and petty cash management, ensuring accuracy and compliance.

• Use advanced Excel functions (e.g., pivot tables, v-lookups, macros) to manage large datasets, track financial performance, and present key insights for the COO’s review.

• Assist in preparing key business and financial documents, such as quarterly reports, financial statements, and executive presentations.

• Ensure timely compliance with regulatory and internal reporting requirements, including assisting with HST filing and annual filings (LSO, LawPro, CDIC).

• Support with audit preparation and liaise with auditors to ensure smooth financial audits.

• Act as a key resource for financial data entry, analysis, and document management within the firm’s accounting system.

• Handle sensitive financial information with confidentiality and professionalism.

• Coordinate with various departments to ensure seamless integration of business operations and financial practices across the firm.


Qualifications:

• Proven experience as an Executive Assistant or in a similar administrative support role, preferably in a legal or professional services environment.

• Advanced proficiency in Microsoft Excel, including strong knowledge of complex formulas, pivot tables, v-lookups, macros, and other advanced functions to manage and analyze financial data.

• Solid understanding of accounting principles and experience with financial document management, including bank reconciliations, A/P, A/R, and general ledger.

• High level of attention to detail and accuracy, with the ability to manage and reconcile financial records effectively.

• Exceptional organizational and time management skills, with the ability to prioritize and meet deadlines in a fast-paced environment.

• Excellent communication skills, both written and verbal, with the ability to interact effectively with internal and external stakeholders.

• Strong problem-solving skills, with the ability to identify challenges and implement solutions proactively.

• A minimum of 3 years of experience in an administrative support role, with a strong accounting background.

• Previous experience in a law firm or similar professional services environment is an asset.

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