Administrative Assistant, Finance

Responsibilities

• Executive and Administrative Support
• Provides day-to-day administrative and operational support to Finance Senior Leadership Team members.
• Manages and coordinates calendars, scheduling priorities, and administrative logistics to support effective time management and alignment of competing demands.
• Exercises sound judgment and discretion in handling confidential information, sensitive materials, and leadership schedules.
• Prepares, edits, formats, and coordinates presentations, reports, correspondence, and other materials in alignment with corporate standards and audience needs.
• Supports onboarding and team set-up activities for new employees, including coordination of materials, documentation, and administrative requirements.
• Coordinates memberships, subscriptions, conference registrations, and travel arrangements, including flights, accommodations, ground transportation, and related logistics.
• Processes invoices, expense reports, and related records accurately and in a timely manner, while maintaining appropriate documentation.
• Performs other administrative and coordination duties as required to support divisional priorities.
• Meeting, Event and Divisional Coordination
• Coordinates internal and external meetings on behalf of Finance & Internal A udit leaders, including scheduling, agenda support, room or virtual set-up, catering, materials, and follow-up logistics.
• Supports divisional and departmental meetings, offsites, team events, and vendor sessions, including coordination of logistics and participant communications.
• Lead the coordination of divisional activities, events, and general administrative services, as assigned and where necessary supports the divisional Manager, Administrative Services.
• Works closely with the divisional Manager, Administrative Services and key stakeholders to align administrative support and divisional activities with broader Finance and organizational priorities.
• Team Engagement and Culture Support
• Serves as member of the Social Committee and helps coordinate team-building events and engagement activities across the division.
• Supports team engagement activities that foster collaboration, connection, and a positive divisional culture.
• Workflow and Information Management
• Monitors deadlines, tracks requests, and follows up on actions, deliverables, and approvals to help ensure timely execution of divisional pr

Benefits

Additional Information

Why you'll love working here: high-performance, people-focused culture our commitment that equity, diversity, and inclusion are fundamental to our work environment and business success, which helps employees feel valued and empowered to be their authentic selves learning and development initiatives, including workshops, Speaker Series events and access to LinkedIn Learning, that support employees' career growth membership in HOOPP's world class defined benefit pension plan, which can serve as an important part of your retirement security competitive, 100% company-paid extended health and dental benefits for permanent employees, including coverage supporting our team's diversity and mental health (e.g., gender affirmation, fertility and drug treatment, psychological support benefits of $2,500 per year, parental leave top-up, and a health spending account). optional post-retirement health and dental benefits subsidized at 50% yoga classes, meditation workshops, nutritional consultations, and wellness seminars the opportunity to make a difference and help take care of those who care for us, by providing a financially secure retirement for Ontario healthcare workers Job Summary: The Administrative Assistant provides proactive administrative, operational, and coordination support to senior leaders within the Finance & IA Division. Reporting to and working under the direction of the Senior Vice President, Investment Operations, Performance and Analytics, and supporting other Senior Leadership Team members by ensuring that priorities, schedules, communications, meetings, and administrative workflows are executed efficiently and professionally. The role is responsible for coordinating calendars, meetings, events, travel, expenses, invoices, documents and presentation materials, while also supporting effective information management and cross-functional collaboration across the division. The Administrative Assistant acts as a trusted partner in keeping work organized, anticipating needs, and enabling leaders and teams to operate effectively in a fast-paced environment. The ideal candidate is highly organized, resourceful, collaborative, and service oriented, with strong judgment, discretion, and attention to detail. They are digitally fluent, comfortable working across Microsoft 365, Teams, and SharePoint, and able to leverage approved technology and AI-enabled tools to improve productivity, streamline routine work, and support high-quality administrative service delivery while maintaining confidentiality and reviewing outputs for accuracy.

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