Administrative Assistant, Finance

Employment Terms: Full Time, Permanent. Start date: October 2026.

Key Responsibilities And Tasks

Governance & Executive Coordination

• Coordinate Board, Committee, and governance meetings including proactive scheduling, timely materials preparation and distribution including agendas, minutes, and follow-ups.
• Support audit cycles, financial reporting timelines, and governance documentation.
• Maintain a centralized tracking of action items and ensure timely completion of deliverables.

Finance & Operations Administration (College and Foundation)

• Support financial processes including procurement coordination, documentation, and contract administration.
• Coordinate workflows related to audits, financial assistance processes, and reporting cycles.
• Assist in maintaining financial records, reports, and documentation integrity.
• Support capital projects and facilities operations through scheduling, vendor coordination, and documentation.
• Supported college and foundation administrative activities by coordinating document collection, statement retrieval, portal access, fund manager communications, and maintaining tracking sheets for capital calls, distributions, reports, and other investment-related documentation.

Systems, Process & Data Coordination

• Assist with financial systems modernization and data integrity.
• Support process mapping and workflow optimization initiatives.
• Support implementation and adoption of new tools, templates, and workflows.
• Maintain organized digital filing systems and documentation standards.
• Generate reports and dashboards to support decision-making.

Administrative Support

• Triage incoming requests and communications, ensuring alignment with priorities.
• Provide proactive calendar, meeting, and correspondence support to Vice-Principals.
• Draft communications, reports, and presentations.
• Manage competing priorities and anticipate administrative needs.

Other Duties

• Support cross-functional initiatives and peak periods across departments.
• Contribute to continuous improvement and operational excellence initiatives.
• Be a mentor for an IB continuum project (Personal Project, PYP Exhibition or Extended Essay).

Job Requirements

Experience, Knowledge And Competencies

• Post-secondary education in business administration, finance, or related field required.
• 5-7 years of progressive administrative or coordination experience, preferably in finance and/or operations.
• Strong understanding of administrative processes, governance, or financial environments.
• Advanced proficiency with Google Workspace (Docs, Sheets, Drive, Gmail) or comparable administrative environment.
• Proven experience supporting senior leaders in complex organizations.
• Demonstrated experience coordinating multiple projects and priorities simultaneously.
• Demonstrated experience working with data, reporting, and systems.
• Experience using AI tools to enhance productivity, identify efficiencies, and support workflow optimization, including interest or experience in managing AI agents and ensuring ethical use an asset.
• Experience in educational or non-profit environments an asset
• Exposure to financial systems and reporting tools, strong asset
• Experience with process improvement or systems implementation is an asset;
• Strong organizational and analytical skills with attention to detail;
• Excellent written and verbal communication skills.

What We Offer

• Comprehensive Health & Life-Stage Support: Robust medical, dental, and vision coverage, health care and lifestyle spending accounts, and dedicated support for various life stages—including a progressive menopause policy, hormonal health supports, and 24/7 access to our Employee & Family Assistance Program (EFAP).
• Generous Time Off & Balance: Enjoy additional paid time off during school-calendar breaks (including winter holiday, midterm breaks, and March Break), generous vacation allotment, paid volunteer time, and