Executive Assistant- Finance

JOB PURPOSE/SUMMARY

The Executive Assistant is to ensure the Chief Financial Officer is made aware of any issues and relay all messages in a timely fashion. Assist in the day to day operations of the department by providing administrative support.

QUALIFICATIONS

Education:

• College 1 to 3 years in Administration, Finance, Legal or Investment.

Skills and Abilities:

• Knowledge and awareness of RFN Services and Financial Policy.
• Excellent organizational skills with an attention to detail.
• Excellent interpersonal/diplomacy skills and professional ethics.
• Ability to multi-task and adapt to changing priorities and deadlines.
• Must have a high degree of initiative and be self-motivated.
• Microsoft Office Training.
• Valid Class G Driver's Licence.

Experience:

• 3 to 5 experience working in administration/finance/legal.

Other: A Vulnerable Sector Screening is required for this position.

KEY JOB FUNCTIONS/RESPONSIBILITIES

• Managing the CFO's diary in a manner consistent with his/her priorities.
• Reviewing for the CFO's attention in news articles, reports, bulleting and other materials and preparing briefings where necessary.
• Researching, compiling and summarizing a variety of informational or statistical materials and preparing background documents as necessary.
• Acting as first point of contact for the CFO, using independent judgment to determine those that require priority attention.
• Channeling and facilitating effective communication to and from department heads, staff and community members.
• Maintaining liaison with various staff to ensure that assignments have been addressed, status reports are prepared where their action/inaction could impact the ability of the CFO to meet his or her accountabilities.
• Researching and analyzing routine administrative matters and preparing reports for the Executive's attention.
• Establishing a "bring forward" system, and monitoring all assignments, such as Performance Review and Salary Step adjustment dates, Reports, etc. Ensure actions are taken in a timely manner.
• Maintaining, organizing and controlling all document files for the CFO to ensure timely retrieval when required.
• Performing standard office procedures, including technology utilization, requisitioning of office supplies and updating manuals.
• Attending meetings on behalf of the CFO to convey his or her written position or bring back relevant information to the Executive.
• Representing the CFO on committees as directed.
• Coordinating preparations for events including interviews, performance reviews, workshops, award presentations and dignitary visits.
• Organizing and scheduling appointments.
• Coordinating all office matters while the CFO is out of the office.
• Making travel arrangements on behalf of the CFO (flights, hotels, travel advances etc.)
• Preparing purchase requisitions, expense and travel claims, motions, briefing notes etc.
• Preparing documents, binders and other material in preparation for the CFO's attendance at council, Divisional
• Attending meetings to take and distribute minutes.
• Composing and typing correspondence, minutes and memoranda from dictation, handwritten drafts and verbal direction.
• Composing, typing and signing routine correspondence on behalf of the CFO in their absence.
• Reviewing outgoing correspondence for format, procedural accuracy, typographical errors, correctness of terminology and completeness.
• Providing assistance with the annual budget preparation process through gathering information.
• Preparing PowerPoint presentations and other documents as required (Community meeting Financial Information).
• Assisting the CFO with other professional responsibilities, as necessary, to permit prioritizing of the Executive's time.
• Maintaining financial statement year end audit checklist.
• Undertaking such other duties as may be required from time to time to ensure the smooth running of the CFO's office and department.

Job Types: Full-time, Permanent

Pay: From $31.60 per hour

Benefits:

• Company pension
• Dental care
• Disability insurance
• Employee assistance program
• Extended health care
• Life insurance
• On-site parking
• Paid time off
• Vision care
• Wellness program

Education:

• DCS / DEC (preferred)

Experience:

• Administrative: 3 years (required)

Licence/Certification:

• Class G Licence (required)

Work Location: In person