Administrative Assistant, Finance

2 weeks ago

Toronto, Canada Healthcare of Ontario Pension Plan (HOOPP) Full time

Why you’ll love working here:
- high-performance, people-focused culture- our commitment that equity, diversity, and inclusion are fundamental to our work environment and business success, which helps employees feel valued and empowered to be their authentic selves- learning and development initiatives, including workshops, Speaker Series events and access to LinkedIn Learning, that support employees’ career growth- membership in HOOPP’s world class defined benefit pension plan, which can serve as an important part of your retirement security- competitive, 100% company-paid extended health and dental benefits for permanent employees, including coverage supporting our team's diversity and mental health (e.g., gender affirmation, fertility and drug treatment, psychological support benefits of $2,500 per year, and newly extended maternity/parental leave top of 26 weeks)- optional post-retirement health and dental benefits subsidized at 50%- yoga classes, meditation workshops, nutritional consultations, and wellness seminars- access to an annual wellness reimbursement program for health and wellness-related expenses for permanent and temporary employees- the opportunity to make a difference and help take care of those who care for us, by providing a financially secure retirement for Ontario healthcare workers

Job Summary:
The Administrative Assistant, reporting to and working under the direction of the Administrative Manager, is primarily responsible for providing administrative and clerical support to four senior members of the divisional management team in the delivery and execution of key activities and initiatives as well as the general administration within the Finance Division.

Responsibilities include preparation of meeting materials / presentations and correspondences, schedule maintenance, coordination of meetings and events, travel arrangements, invoice / expense reporting, maintaining files and other general administrative tasks as assigned.

What you will do:
Administrative Support- Provides day-to-day administrative support to the Finance VPs- Maintains and co-ordinates the VPs’ calendars as required- Maintains confidentiality when dealing with VPs’ calendars and sensitive materials- Monitors deadlines and status of projects / requests as required by the VPs- Provides support to the Administrative Manager in the organization of divisional activities / events and other general operational / administrative services, as assigned- Assists in the preparation of presentations, documents and reports to ensure corporate standard guidelines are followed, and organize all aspects of the creation, duplication and distribution of documentation- Assists the management team in onboarding new employees, as required- Co-ordinates subscriptions and memberships- Co-ordinates conference and seminar registrations, including travel arrangements (e.g. flight, accommodations, car rental, meals, etc.)- Prepares expense reports and record keeping/ processing of invoices- Provide SharePoint / MS Team support for individual departments within Finance, such as site maintenance and uploading documents to the site for collaboration-
- Updates and maintains accurate department files and filing system (electronic and paper), as required- Leads the Finance Social Committee and works with the Committee members to perform research, make suggestions and organize social events for the division- Performs a variety of other administrative duties and support, as required

Communication and Meeting Co-ordination- Provides support to the VPs by booking meetings and managing / coordinating multiple schedules- Co-ordinates external and internal meetings, including onsite and offsite events (such as departmental meetings, all staff sessions, project celebration events and vendor sessions, etc.) on behalf of the VPs. This includes but not limited to meeting scheduling, planning of facility logistics (such as venue booking/set up, catering, etc.) as well as technical support on team / zoom live event- Works closely with the Administrative Manager to ensure the coordination and alignment of department activities with that of the Finance Division and broader organization- Interacts with all levels of staff within the organization to expedite action on behalf of the VPs- Receives inquiries and determines urgency of attention to the VPs

What you bring:
- University or college education or equivalent- 3 + years administrative support experience in a corporate business environment- Strong verbal and written communication skills- Attention to detail/ accuracy, commitment to thoroughness and timeliness- Proficiency in corporate software (MS Outlook, Word, Excel, PowerPoint, Visio, Adobe, SharePoint, MS Teams) and video conferences (Teams meetings, Zoom)- General research skills- Strong prioritizing and organizational abilities with demonstrated experience in multi-tasking and co-ordination, with an ability to manage multiple assignments, p

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