Central 1

Executive Assistant to the CFO

Central 1

full-time

Posted on:

Location Type: Hybrid

Location: Toronto • Canada

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Salary

💰 CA$70,000 - CA$80,000 per year

About the role

  • Ensure the smooth and efficient operation of the CFO’s office by establishing and maintaining administrative systems and processes
  • Organize workflows and coordinate tasks to ensure priorities are addressed efficiently
  • Establish and maintain filing, bring-forward, and follow-up systems, including for confidential or sensitive information.
  • Manage departmental filing systems, including archiving and off-site storage as needed
  • Complete administrative documentation and forms, including couriers, expense reports, and signing authorities, in line with established procedures and deadlines
  • Work closely with the CFO to assess emerging issues and priorities, providing feedback and recommendations on high-profile, urgent, or sensitive matters.
  • Facilitate delegation of projects to senior Finance leaders and other staff, ensuring commitments are met and critical situations are handled.
  • Provide the CFO’s perspective on departmental decisions when the CFO is unavailable
  • Manage the CFO’s correspondence, including drafting letters, memos, presentation materials, and routine correspondence for signature
  • Research complex issues, analyze findings, and prepare summaries, briefing notes, discussion papers, reports, and presentations
  • Organize reviews of financial performance, budgets, forecasts, and other materials for circulation to the ELT, Board, and Committees
  • Schedule departmental and internal Committee meetings, including drafting agendas, preparing and distributing materials, setting up webinars, and arranging rooms, catering, and equipment
  • Attend meetings, record minutes, and follow up on action items
  • Consolidate and prepare preliminary departmental budgets in conjunction with the Finance Business Partner; monitor expenses, analyze monthly variances, and resolve discrepancies
  • Assign expenses to cost centres, authorize payments within approved limits, and process expense claims, invoices, purchase orders, and other financial items
  • Solicit quotes for materials and printing, and coordinate procurement and delivery with vendors and external service providers
  • Provide administrative support to the senior Finance leadership team and other Executives, including managing calendars, email inboxes, phones, and travel arrangements
  • Support onboarding of new hires reporting to Senior Finance leaders
  • Maintain effective working relationships within the department, across the organization, and with external stakeholders to facilitate information exchange, meetings, and services
  • Foster productive relationships internally and externally to support CFO and departmental objectives.
  • Participate in committees or work groups addressing administrative aspects of departmental operations.

Requirements

  • Community College diploma in Business Administration or a related field, or an equivalent combination of education and experience.
  • Minimum 5 years of experience supporting senior executives in a large-scale administrative or business environment.
  • Proficient in MS Office applications, including Word, Excel, PowerPoint, and Outlook/Calendar.
  • Ability to anticipate the needs of senior leaders and the department, managing multiple activities, issues, and projects through clear communication and collaboration with executives and external stakeholders.
  • Capable of speaking on behalf of senior Finance leaders when unavailable, making informed decisions while understanding their impact on the department and Central 1 as a whole.
  • Skilled in research and preparing moderately complex meeting materials, briefing notes, and reports; able to take accurate and detailed minutes for complex discussions.
  • Excellent oral and written communication, interpersonal, and customer service skills.
  • Holds self and others accountable for commitments; demonstrates a reputation for taking on challenging tasks and delivering results.
  • Strong planning and prioritization skills, aligning work with organizational goals and helping reduce bottlenecks to increase efficiency.
  • Able to analyze complex, high-volume, or contradictory information to solve problems effectively.
  • Communicates ideas clearly and effectively without supervision; provides guidance on technical or procedural matters as needed.
  • Works independently and provides guidance on developing and executing plans based on recommendations and requirements.
Benefits
  • Work-life flexibility
  • Hybrid work environment
  • Variable annual incentive plan
  • Generous annual vacation allotment
  • Top-notch flexible benefits plan including family building and gender affirmation
  • Retirement Plan, matched contributions at 6%
  • Access to a learning platform and educational assistance support
  • Access to a virtual wellness platform
  • Career development opportunities
  • Wellness Flex Fund to support personal interest and activities
  • Day off to volunteer in your community and other paid time off options
  • Corporate discounts *subject to employment agreement
Applicant Tracking System Keywords

Tip: use these terms in your resume and cover letter to boost ATS matches.

Hard Skills & Tools
administrative systemsfiling systemsbudget preparationexpense reportingprocurement coordinationresearch and analysismeeting materials preparationminute takingfinancial performance analysisproject delegation
Soft Skills
communication skillsinterpersonal skillscustomer service skillsplanning skillsprioritization skillsproblem-solving skillscollaboration skillsaccountabilityindependencerelationship building
Certifications
Community College diploma in Business Administration