Executive Assistant, Finance

The Greater Toronto Airports Authority (GTAA) is a unique and dynamic place to work. Approximately 1,400 GTAA employees work non-stop with our partners and agencies to deliver a safe and welcoming airport experience at Canada’s leading global hub airport, Toronto Pearson.** **The impacts of the pandemic have been significant to our industry, yet we remain Pearson Strong and are realizing the opportunity to accelerate our Healthy Airport commitment**.** Join us on our accelerated journey in creating the airport of the future in a smart, healthy and profitable way.

**What's in it for you**

We offer our GTAA members amazing benefits, including retirement planning, group health benefits, employee assistance programs (EAP), paid leave, education and training, as well as recognition and rewards programs.

**Position Summary**:
Reporting to the Chief Financial Officer (CFO), this position provides exemplary senior administrative support to ensure effective and efficient operations of the department. This position will demonstrate high professionalism in their interaction, as well as be highly organized in filing, tracking of correspondence and calendar reconciliation.

**Key Accountabilities**:

- Proactively manage the CFO’s calendar, including managing conflicts and priority meetings in advance, providing effective preparation time for executives
- Assisting the CFO with planning and development of division budget, forecasting, etc.
- Develop correspondence and communication materials such as power point presentations and board briefing notes
- Lead and coordinate information requests from community and government stakeholders on behalf of the Chief Financial Officer
- Lead and oversee all aspects of the financial planning process for the Finance department including the development of the annual budget plan and preparing forecasts with Chief Financial Officer and the Finance Leadership Team
- Handling MYHR requests and expense reports for the Chief Financial Officer
- Arrange business related travel including flight, accommodations, destinations itinerary and conference registration
- Coordinate the Chief Financial Officer involvement with external partners such as committees, working groups, associations, cities, regions, and board of trades
- Relay information on behalf of the Chief Financial Officer and Directors, responding to inquiries as appropriate
- Coordinate the completion of board related documents such as committee papers, board papers, CEO reports and KPIs
- Monitoring and processing training requirements, coding invoices, reconciling and reporting on balances, using Hyperion and Oracle as required for Chief Financial Officer & Director’s OUs
- Coordinate both internal and external meetings, committees, working groups and associations
- Develop agendas, prepare communications materials with leadership team
- Prepare for, minute and issue all meeting related correspondence on schedule
- Remain current on departmental issues and priorities
- Proactively manage and maintain the Finance team’s SharePoint sites and distribution lists
- Collaborate internally with representatives from other departments within GTAA up to the senior management level, and externally with representatives of outside companies and agencies

**Qualifications**:

- Post-secondary diploma in Business Administration or a combination of relevant education and/or experience
- Minimum of 5 years of progressive senior administrative experience, preferably in an Executive Assistant capacity
- Experience with financial planning and handling budgets
- Experience developing complex governance and policy documents using prescribed methodology
- Working knowledge of corporate (Oracle) and Finance systems
- Ability to obtain and retain Transportation Security Clearance

**Knowledge, Skills and Abilities**:

- Ability to prepare and maintain annual operating budgets
- Exceptional scheduling experience and the ability to prioritize and handle complex scheduling
- Detail oriented with strong time management and organizational skills, and the ability to triage work from multiple sources to discern order of priority
- Strong relationship building skills with a proactive approach to delivering high quality customer service
- Excellent analytical and problem-solving skills with attention to detail, accuracy and solution-based thinking
- Excellent communication skills, both verbal and written
- Ability to work independently and within a team environment with strong interpersonal skills coupled with a ‘can do’ attitude to provide great service to busy leaders.
- Considerable judgment, tact and discretion in preparing, disclosing and handling information of a confidential and sensitive nature