Finance Administrative Assistant

Dixon Hall; Toronto; On-site; CAD 50,000 - 55,000; Full time

Job summary

Dixon Hall is seeking a Finance Administrative Assistant to support the Finance department. The role involves scheduling, managing expense reports, and assisting with grant management. Ideal candidates will have relevant education and experience, strong organizational skills, and proficiency in Microsoft Office.

Qualifications

• Minimum of one year of related experience in a finance administrative role.
• Ability to manage multiple projects and deadlines.
• High standards of ethics and confidentiality.

Responsibilities

• Book meetings and manage the calendar for the Director of Finance.
• Compile and process expense reports for the leadership team.
• Assist with online submissions of reports for granting agencies.

Skills

Organizational skills

Analytical skills

Problem-solving abilities

Interpersonal skills

Computer skills

Education

Relevant post-secondary education in finance, accounting, business administration or equivalent

Tools

Microsoft Office

Adagio Accounting

Job description

Employment Type:Full-time, Permanent
Department: Finance
Union:Excluded
Salary Range: $50,000-$55,000 (CAD)
File #:25-FA-04 (1 OPEN)
Posting Date:May 16, 2025
Posting Close: May 30, 2025


Position Summary

Reporting to the Director, Finance, the Finance Administrative Assistant is responsible for administrative and project support for their designated department. Responsibilities include, but are not limited to, organizing, and scheduling appointments, taking minutes, developing and maintaining a filing system and assisting as the main point of contact for internal and external stakeholders. This position works closely with the Finance team.

Duties and Responsibilities

• Book meetings and manage the calendar for the Director of Finance, and the Finance team, ensuring efficient scheduling and coordination.
• Compile and process expense reports for members of the leadership team, ensuring accuracy and adherence to company policies.
• Manage finance contracts by filing them in the appropriate folders, logging duration, amount, and reporting requirements, and effectively communicating with managers in the Finance department.
• Assist with online submissions of reports for granting agencies and budget proposals, inputting information into required templates and reviewing calculations for accuracy.
• Assist and contribute to the preparation of budgets and provide support in the monitoring of budget allocations.
• Provide support to grant management activities, including assisting with grant proposals, supporting grant budgets and expenditures, and ensuring compliance with grant requirements.
• Track gift card purchases and distribution, ensuring proper documentation and accountability once managers submit to finance
• Review documents, reports, and correspondence prepared for signature, checking for format, content, grammar, and spelling, and making necessary edits.
• Assist AP in review invoices from various departments at Dixon Hall, ensuring accuracy and proper coding.
• Assist the Director of Finance in coordinating departmental objectives to ensure deadlines are met, maintaining and updating a priority list for Finance management.
• Support audits by providing necessary documentation and information as requested.
• Download and prepare various monthly reports and sort them to disperse to Finance Team
• Coordinate office maintenance tasks and oversee the ordering of office supplies.
• Assist with special assignments or projects as assigned by the Director of Finance.
• Other duties as required.

Qualifications

• Relevant post-secondary education in finance, accounting, business administration or equivalent
• Minimum of one (1) year of related experience in a finance administrative role.
• Superior organizational, analytical, problem-solving abilities.
• Ability to manage multiple projects and deadlines, prioritize, take initiative.
• Demonstrable ability to exercise good judgment and use discretion.
• Demonstrable excellent interpersonal skills, along with a high level of professionalism, energy, speed and accuracy.
• Self-directed and independent, as well as proven experience in working effectively as an interdisciplinary team member.
• High standards of ethics and confidentiality to handle sensitive information.
• Excellent computer skills including proficiency in Microsoft Office, including Outlook, Word and Excel.
• Experience using Adagio Accounting an asset.
• Must be qualified to work in Canada legally for the employer.
• Able to provide a Vulnerable Sector Screening check with a ‘Clear’ or satisfactory result that meets the operational requirements of the Agency.
• Must have up-to-date vaccinations against COVID-19 with a vaccine that has been approved for use in Canada.

Dixon Hall is dedicated to fostering an inclusive selection process and work environment, guided by their Race Relations and Employment Equity Policies. If selected for an interview, please inform the hiring manager or the People and Culture team of any accommodations you may require during the interview process.

To achieve their goal of inclusivity and diversity, Dixon Hall actively seeks exceptional candidates from varied backgrounds and with lived experiences. Individuals who self-identify as being from marginalized communities, including Indigenous peoples, racialized persons, persons with disabilities, and those from the 2SLGBTQIA+ community or who have experienced homelessness, are strongly encouraged to apply.