Executive Assistant - Finance - Closing Date December 31, 2024 at 4:00pm
Please note: This job posting will close on December 31 and this posting is for an existing vacancy.
Objective:
To provide financial administrative and scheduling support to OFIFC Senior Director of Finance, require sensitivity to time, financial literacy and ensuring administrative support and office requirements are met.
Key Deliverables:
● Ensuring that the department activities and day-to-day administrations are facilitated efficiently and in a timely manner.
Key Responsibilities:
Administrative Support (75%):
● Manages and maintains schedules, appointments, meetings, conferences and travel arrangements;
● Monitors, screens, responds to and distributes incoming communications;
● Answers and manages incoming calls;
● Drafts, prepares, formats and distributes a variety of word documents, spreadsheets, and presentations as required;
● Attends meetings as required and ensures that agendas, kits and other meeting materials are prepared;
● Records, transcribes and distributes minutes of meetings;
● Files and retrieves documents and reference materials in accordance with OFIFC’s Records Management system;
● Report retrieval form databases;
● 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
Behavioural Competencies:
● Attention to detail and Accuracy
● Process Driven
● Confidentiality
● Proactive & Takes Initiative
● Excellent organisational and multi-tasking skills
● Judgment & Decision Making
● Effective Team Player
Technical Competencies:
● High proficiency in Microsoft Office Suite (Word, Excel, Access, etc.)
● 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
● Researching and conducting data to prepare documents for review and presentation by boards of directors, committees, and executives.
What we offer:
Culture-based organization
Hiring Range: $58,000 - $61,480
Registered Pension Plan - Employer Matching
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 or members of First Nations, Inuit and Métis including treaty, status or registered Indigenous people, as well as those non-status and non-registered who self-declare as such.
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.
Pre-screen Interviews are scheduled to start January 6 -10, 2025
Formal interviews are scheduled to take place January 13 - 17, 2025.