Executive Assistant

Ontario-Federation-of-Indigenous-Friendship-Centres-; Toronto; On-site; CAD 70,000 - 82,000; Full time

Benefits offered by this job

Health benefits after probation

Health Care Spending Account

Lifestyle Spending Account

Job summary

OFIFC in Toronto, ON is seeking an Administrative Assistant to provide administrative, scheduling and financial support to the Senior Director of Finance. The role requires strong time management, organizational skills and financial literacy or willingness to learn.

Responsibilities include managing calendars, coordinating meetings, preparing materials, and supporting with financial tasks. Collaboration with other assistants and dedication to confidentiality are important.

Qualifications

• Minimum 3–5 years of executive administrative experience.
• At least 1 year in a financial support role.
• Attention to detail with ability to manage multiple tasks.
• Strong communication and organisational skills; proficient with MS Office.

Responsibilities

• Manages schedules, appointments, meetings and travel arrangements.
• Responds to and distributes communications.
• Prepares meeting agendas, kits and materials.
• Formats documents, spreadsheets and presentations.
• Records and distributes meeting minutes.
• Maintains documents per Records Management system.
• Handles calls and procurement of materials as needed.
• Supports Senior Director of Finance on special projects.

Education

High school diploma/GED

Post-secondary education in office administration

Indigenous organisation experience (asset)

Financial support experience (1+ year)

Attention to detail and accuracy

Excellent organisational and multi-tasking skills

Confidentiality

Team player, able to work independently

Strong communication skills

Microsoft Office proficiency (Word/Excel/Access)

Tools

Microsoft Office Suite

Job description

OFIFC
219 Front St E
Toronto, ON M5A1E8, CAN

Description

Objective:
To provide administrative, scheduling and financial support to the OFIFC Senior Director of Finance. This role requires sensitivity to time, organizational skills, and financial literacy or willingness to learn.

• Ensuring that the day-to-day tasks are efficiently managed and organized and to provide support for longer term projects.

Key Responsibilities:

• Manages and maintains schedules, appointments, meetings, conferences and travel arrangements;
• Monitors, screens, responds to and distributes incoming communications;
• Attends meetings as required and ensures that agendas, kits and other meeting materials are prepared;
• Formats and distributes a variety of word documents, spreadsheets, and presentations as required;
• Records, transcribes and distributes minutes of meetings;
• Files and retrieves documents and reference materials in accordance with OFIFC’s Records Management system;
• Answers and manages incoming calls;
• Researches, obtains quotes, and purchases materials as required;
• Review documents, reports, and correspondence prepared for executive signature for format, content, grammar, and spelling and make edits as necessary;
• Work closely with the Senior Director of Finance on special projects.

Administration and Coordination (25%):

• Coordinates and delegates time workload priorities, activities and compliance with deadlines;
• Collaborate with other Executive Assistants on an ongoing basis and as needed;
• Monitors and updates OFIFC records and Records Management systems;
• Ensures the OFIFC communication and OFIFC templates are correct, professional and follows OFIFC’s style guide;
• Researches, drafts and recommends practices to improve operational efficiencies.

Education/Work Experience:

• High school diploma/GED
• Over 3, up to and including 5 years of executive administrative experience
• Post-secondary education in office administration or a related discipline desirable
• Minimum 1 year experience in a financial support role
• Past experience working in an Indigenous organisation is considered an asset
• Comfortable working within a finance department
• Attention to detail and accuracy
• Proactive & Takes Initiative
• Excellent organisational and multi-tasking skills
• Organized and Process driven
• Confidentiality
• Judgment & Decision Making
• Effective Team Player
• High proficiency in Microsoft Office Suite (Word, Excel, Access, etc.)
• Basic understanding of financial functions & practices
• Comfortable with financial data, report compilation and presentations
• Superior organisational, scheduling and time management skills
• Strong knowledge of office procedures and practices, including strong digital literacy
• Excellent communication skills (including listening, oral, written and telephone/email)
• Proven ability to effectively coordinate administrative responsibilities
• Self-motivator with the ability to work independently and in a team environment

What we offer:

• Culture-based organization
• Hiring Range: $70,000 - $73,850
• Full Pay Range: $70,000 - $82,000
• Comprehensive Health benefits after the probationary period including Health Care Spending Account & Lifestyle Spending Account (100% Employer paid)

The OFIFC is committed to building a skilled and diverse workforce; we promote employment equity and encourage applicants to indicate if you belong to one of the four designated employment equity groups Women, Indigenous peoples, Persons with disabilities, or Members of visible minorities when you apply.

Preference will be given to qualified Turtle Island Indigenous people including members of First Nations, Inuit and Métis (recognized by the Metis National Council). Applicants claiming Indigenous ancestry will be required to provide supporting documentation to substantiate their claim.

Accommodation:

The OFIFC is committed to providing barrier-free and accessible employment practices in compliance with the Accessibility for Ontarians with Disabilities Act (AODA). Should you require Code-protected accommodation through any stage of the recruitment process, please make them known when contacted and we will work with you to meet your needs.

Candidates who participate in an interview will be informed of the outcome of their candidacy within 45 days following their final interview.

OFIFC does not use artificial intelligence or automated decision-making tools in the screening or selection of candidates for this position.