Reporting directly to the Directors Capital & Treasury and Financial Services, this position will be responsible for tasks that support 2 Directors and their respective teams:
- Provide administrative support for financial and operational activities, including tracking invoices, purchase orders, and approvals
- Coordinate, schedule, and organize meetings, including room bookings, agendas, and follow-up materials
- Prepare, format, and update meeting minutes, presentations, and departmental/organizational documents
- Circulate documents for review and approval; perform filing, scanning, and records management
- Print and distribute Accounts Payable cheques and P-Cards
- Support recruitment and onboarding activities (e.g., interview scheduling, first-day coordination, training logistics)
- Coordinate department and team events
- Respond to and resolve SAP/SRM e-requisition system user inquiries
- Liaise with external vendors (e.g., Grand & Toy) for account setup and issue resolution
- Requisition office supplies and track inventory
- Maintain vacation schedules and prepare weekly timesheets
- Maintain accurate departmental records and data within SAP, SRM, and SharePoint systems
- Identify opportunities to improve administrative processes and support implementation of efficiency initiatives
- Act as a point of contact for internal and external stakeholders on behalf of Finance leadership, as directed
- Provide general administrative support to Directors and Finance leadership
- Perform other related duties as assigned
Qualifications/Skills
- University or College degree/diploma in Business Administration or a related field
- Minimum 3 years of administrative experience in a large organization; experience in finance and/or healthcare is preferred
- Demonstrated experience supporting multiple managers and teams
- Proactive, self-motivated, and highly organized with excellent attention to detail
- Intermediate to advanced proficiency with Microsoft Office applications (Word, Excel, PowerPoint, SharePoint; considered an asset)
- An internal skills assessment may be required
- Strong written and verbal communication skills
- Proven experience preparing accurate and professional meeting minutes
- Experience supporting projects such as office moves or renovations is an asset
- Commitment to continuous improvement and process optimization
