Position title
Executive Assistant to the Senior Director of Finance

Our client is seeking an Executive Assistant to the Senior Director of Finance who will provide high-level administrative support, ensuring the smooth and efficient operation of the finance department. The ideal candidate will possess exceptional organizational skills, a keen attention to detail, and the ability to manage multiple priorities in a fast-paced environment. This role requires a high level of confidentiality, professionalism, and the ability to communicate effectively with various stakeholders.

  • Manage the Senior Director’s calendar, schedule meetings, and coordinate appointments.
  • Handle incoming and outgoing communications, including phone calls, emails, and mail.
  • Manage inquiries or requests from vendors, investors, contractors, and team members.
  • Prepare and submit expenses and book and manage travel, events, and meetings including logistics such as materials, venue, food, expenses, etc.
  • Arrange and coordinate logistics for meetings, including booking venues, preparing agendas, and distributing materials.
  • Take meeting minutes, track action items, and ensure follow-up on commitments.
  • Assist in the preparation of financial reports, presentations, and analysis for meetings.
  • Serve as a liaison between the Senior Director and internal/external stakeholders.
  • Ensure effective communication and information flow within the finance department and other departments.
  • Oversee office supplies and equipment, ensuring the office is well-maintained and stocked.
  • Assist in the onboarding of new finance department staff, including training and orientation.
  • From time to time assist with personal tasks and errands as requested by the Senior Director.
  • Minimum of 5 years of experience in an executive assistant or similar role, within a finance department or complex technical industry such as manufacturing
  • Post-secondary degree or an equivalent combination of formal training and experience.
  • Financial acumen, with an understanding of finance terminology and processes.
  • Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
  • Comfortable using AI tools such as ChatGPT for various administrative functions (full subscription provided).
  • Strong organizational and time management skills with the ability to prioritize tasks.
  • Excellent written and verbal communication skills.
  • Handle sensitive and confidential information with discretion and integrity
  • Ability to work independently and as part of a team.
  • Strong attention to detail and problem-solving skills.
  • Bilingual (French/English) an asset to communicate with vendors/contractors
  • Willingness and ability to successfully pass a security and criminal background record check.
Job Benefits
  • Competitive compensation (annual salary of $80K-90K - based on experience)
  • Comprehensive group insurance
  • Flexible schedule options
  • Discounts on food
  • Comprehensive paid training
  • Opportunities for career advancement
  • On- site Parking
  • Hybrid


Employment Type
Job Location
Date posted
10 June 2024
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