Finance Administrative Assistant

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

Job summary

A leading organization in Toronto is seeking a Finance Administrative Assistant to provide essential support within the Finance department. This full-time role involves managing schedules, processing reports, and assisting with budget preparation. The ideal candidate will have strong organizational skills, a background in finance or business administration, and proficiency in Microsoft Office. The position emphasizes teamwork and discretion, with a commitment to diversity and inclusion.

Qualifications

• At least one year of related finance administrative experience.
• Ability to manage multiple projects, prioritize, and take initiative.

Responsibilities

• Book meetings and manage the calendar for the Director of Finance.
• Compile and process expense reports, ensuring accuracy and compliance.
• Assist with grant management activities, including proposals and budgets.

Skills

Organizational Skills

Analytical Skills

Problem-Solving

Interpersonal Skills

Education

Post-secondary education in finance, accounting, business administration

Tools

Microsoft Office

Adagio Accounting

Job description

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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.

Employment Details

• 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
• Closing Date: March 30, 2025

Key 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, ensuring accuracy and policy compliance.
• Manage finance contracts, file them properly, log details, and communicate with managers.
• Assist with online report submissions, input data into templates, and review calculations.
• Support budget preparation and monitoring.
• Assist with grant management activities, including proposals, budgets, and compliance.
• Track gift card purchases and distributions, maintaining documentation.
• Review documents for format, content, grammar, and spelling, making necessary edits.
• Assist Accounts Payable in reviewing invoices for accuracy and coding.
• Coordinate departmental objectives, maintain a priority list, and ensure deadlines are met.
• Support audits with required documentation.
• Prepare and sort monthly reports for the Finance team.
• Oversee office maintenance and supplies ordering.
• Assist with special projects as assigned.
• Perform other duties as required.

Qualifications

• Post-secondary education in finance, accounting, business administration, or equivalent.
• At least one year of related finance administrative experience.
• Strong organizational, analytical, and problem-solving skills.
• Ability to manage multiple projects, prioritize, and take initiative.
• Good judgment and discretion.
• Excellent interpersonal skills, professionalism, energy, speed, and accuracy.
• Self-directed, independent, and effective in team settings.
• High ethics and confidentiality standards.
• Proficiency in Microsoft Office, including Outlook, Word, and Excel.
• Experience with Adagio Accounting is an asset.
• Legal authorization to work in Canada.
• Ability to provide a Vulnerable Sector Screening check with a satisfactory result.
• Up-to-date COVID-19 vaccinations approved in Canada.

Dixon Hall values diversity and inclusion, encouraging candidates from marginalized communities and those with lived experiences to apply. Accommodations are available during the interview process.