Full-time Administrative Assistant to Chief Financial Officer and Administrative Services

Diocese Of London; London; On-site; CAD 40,000 - 60,000; Full time

Job summary

An established industry player is seeking a dedicated Administrative Assistant to support the Chief Financial Officer and various departments. This role is pivotal in ensuring smooth operations through effective clerical and administrative support. The ideal candidate will thrive in a collaborative environment, showcasing exceptional organizational skills and a proactive approach to problem-solving. You will be responsible for managing schedules, preparing reports, and maintaining compliance with diocesan policies. Join a team that values diversity and is committed to providing a supportive work environment, where your contributions will make a significant impact.

Qualifications

• 3+ years of experience in a professional administrative environment.
• Strong interpersonal skills and ability to maintain confidentiality.

Responsibilities

• Provides administrative support to the CFO and various diocesan committees.
• Manages appointment calendars and prepares meeting materials.

Skills

Organizational Skills

Customer Service

Verbal Communication

Written Communication

Problem Solving

Attention to Detail

Education

Diploma or Degree in a Related Field

Tools

Microsoft 365

Office Suite (Word, Excel, Outlook, PowerPoint)

Job description

Full-time Administrative Assistant to Chief Financial Officer and Administrative Services

Position: Full-time Administrative Assistant to Chief Financial Officer and Administrative Services
Work Location: Diocesan Centre – 1070 Waterloo Street, London, ON
Commitment: 35 hours per week - primary schedule Monday – Friday 8:30 a.m. – 4:30 p.m.
Compensation: Salary commensurate with experience and Diocesan policies. This position is eligible for participation in the DOL’s lay staff benefits and pension plans.
Posting Date: 28 April 2025
Closing Date: 12 May 2025

POSITION SUMMARY
Reporting to the Chief Financial Officer (CFO), the Administrative Assistant provides accurate and timely clerical and administrative support to various diocesan committees and departments while ensuring compliance with related legislation, regulations and/or diocesan policies.

SUMMARY OF DUTIES:

• Provides administrative assistance to the CFO, departments reporting to the CFO (including Diocesan Cemeteries, Finance, Stewardship, IT, Construction and Restoration), and various diocesan-based committees including scheduling and logistical coordination and/or setup of meetings, preparation of and distribution of required agendas, meeting minutes, action registers, follow ups, meeting material packages, catering and/or equipment needs, etc.
• Researches, provides information, prepares reports, maintains electronic and paper based files, manages appointment calendars, and provides other administrative based supports for the CFO.
• Inputs and reconciles monthly pension data.
• Processes parish level requests for the opening/closing of bank accounts, changes to signatories, and/or updates to online banking systems.
• Manages requests related to letters of credit.
• Processes requests for lottery licensing and special occasion permits.
• Prepares and distributes in a timely fashion, the annual clergy tax packages (under the direction of the Finance department).
• Other duties of a similar nature as assigned.

QUALIFICATIONS AND REQUIREMENTS:

• Diploma or degree in a related field of study.
• Minimum of 3 years of experience in a professional administrative environment.
• Prior proven experience providing effective customer service.
• Strong organizational skills with the ability to effectively multi-task, prioritize and meet deadlines.
• A team player who is adaptable, proactive, and resourceful in solving problems.
• Strong interpersonal skills to work collaboratively with colleagues, clergy, and external parties.
• Excellent professional verbal and written communication skills.
• Ability to maintain strict confidentiality of highly sensitive materials.
• Proficient in Microsoft 365 and Office Suite (Word, Excel, Outlook, PowerPoint), comfortable working with database systems and document management systems.
• Collaborative, supportive, flexible team player with a high degree of initiative.
• Resourceful self-starter with thorough attention to detail with a desire to produce quality projects and results.
• Professional representative of the Diocese of London at all times with an understanding of and desire to support and promote the mission of the Diocese of London.

A police record check as deemed suitable by the Diocese of London will be required of the successful candidate.

Please note: All new staff are required to complete on-line mandatory training available in English or French. Basic computer and reading proficiency to successfully complete this education is required.

Please submityour resume along with a cover letteroutlining your relevant experiences and skills to
[e-mail] .Reference the job title in the subject line of your email.

We thank all who apply to this position for their interest, however, only those selected for an interview will be contacted.The Diocese of London is an equal opportunity employer, and we value the importance of diversity and dignity in the workplace. In keeping with the Accessibility for Ontarians with Disabilities Act and the Ontario Human Rights Code, we are committed to providing suitable accommodation throughout the recruitment process. If you are contacted for an interview and require accommodation to participate in the recruitment and selection processes, please make your needs known at that time.