Financial Administrative Assistant

2 months ago

Toronto, Canada WilsonHCG Full time

**Overview**:
**Location**: Toronto, Ontario, Canada

**Date published**: 16-Oct-2024

**Job ID**: 135078

**Description and Requirements**:
**Work Location**: Toronto

**Position Type**: Full time Perm

**Location**: Hybrid (3 days in office)

**Compensation Range**:55-65k

Our client, a non-profit in the payroll industry, is seeking a " Financial Administrative Assistant."

The position is responsible for essential to the successful performance of the department, providing day-to-day support to the Vice President, Public & Member Relations and financial administration for the departments reporting into the VP (Public Relations, Events, Corporate Development). A primary focus of this role will be the efficient and accurate provision of financial processing and tracking support for all functional areas within the departments. However, this individual will also be responsible for maintaining the departmental meeting and events calendars and office tasks such as supporting meeting setup and delivery, filing, generating reports and presentations, and preparing correspondence.

**Responsibilities**:

- Provide administrative support to ensure the efficient operation of the office.
- Maintenance of the monthly PR/Events calendar.
- Performing general office and administrative tasks such as filing paperwork, responding to member inquiries and answering phone calls.
- Arranging meetings, securing conference rooms, developing agendas and compiling information and material required for invited attendees.
- Maintaining and distributing meeting minutes or reports as required.
- Provide general support to visitors.
- Assisting with presentations and reports.
- Support shipping and mailing requirements as required.
- Making travel and accommodation arrangements for members of the departmental management team as necessary.
- Composing correspondence such as memos and letters, and obtaining required information or documents from other departments.
- Coordinating and tracking edits and comments on reports and other deliverables.
- Preparation, planning and set up for inter-departmental or external meetings.
- Schedule and confirm appointments and meetings of the VP.
- Record and prepare minutes of meetings.
- Compile data, statistics and other information for the purposes of reporting departmental performance to the Board and Executive teams.
- Serve as primary back-up/auxiliary support to the Corporate Secretary with regard to Board of Directors meeting planning and administration.
- Assist with invoice submissions and processing by inputting/verifying codes through the expense management systems, and allocating value added tax and expenditures appropriately.
- Assist with the preparation and delivery of invoices (revenue) for accounts related to advertising and sponsorship.
- Review and analyze processed invoices and expenses against annual budget.
- Support monthly expense reconciliations and submissions.
- Reconciliation of the corporate business travel transactions summary.
- Support the development and maintain an annual expense dashboard for each departmental account using Excel or other software as agreed to with the Vice President, Public and Member Relations.
- Help to identify missing or unpaid invoices throughout the year.
- As required, prepare simple financial summaries for departmental management.
- Maintain a record of contracts and future financial commitments, such as with sponsors as well as third-party consultants.
- Ensure contracts are managed in compliance with the company’s procurement processes and policies.
- Support the annual budget process by providing historical data based on the yearly budget tracker.
- Draft contracts and invoices utilizing templates to support sponsorship, corporate training and advertising initiatives.
- Assisting with an annual departmental budgeting and forecasting process.

**Qualifications**:

- Proficient in Microsoft Word, Excel, PowerPoint, Outlook, and SharePoint Programs.
- Post-secondary education - College diploma or Bachelor's degree is preferred.
- Knowledge of accounting and/or business administration.
- Experience processing expenses, preparing invoices, or maintaining financial records is an asset.
- Excellent verbal and written communication in English is required.
- Bilingualism (French) is an asset.
- Demonstrated diligence in organizing, planning, and completing tasks.
- All interested applicants who meet the qualifications listed above are invited to submit a resume_

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