Administrative Assistant, Finance

Job title: Administrative Assistant, Finance

Job description: Company Description

The Toronto Star is Canada’s largest daily newspaper and is read in print and across desktop, mobile and tablet platforms by more than 6 million readers every week. Online, thestar.com is one of the most-visited newspaper websites in Canada.

Our Commitment To Diversity

We strive to be a leader in building and cultivating an employee community framed around fairness, support and opportunity. We believe that what makes us different, makes a difference. And as a team, the diversity of our backgrounds, interests and experiences is what enriches our work, and our workplaces. We welcome all, and we strive for an inclusive culture that allows individual growth and shared success.

Job Description

The Administrative Assistant – Finance is responsible for the day-to-day administrative support to the Chief Financial Officer, finance and facilities teams. Primary responsibilities will vary based on operational needs. Responsibilities include managing calendars, arranging meetings, collecting data for presentations, collaborating cross-functionally with other executives and team on any number of projects, respond to inquires from customers, stakeholders or partners to ensure issues are redirected to appropriate internal departments and other general office management and administrative duties. The position is required to be onsite 5-day a week and is located at 8 Spadina Avenue, Toronto, Ontario, M5V 2H6.

Reporting to: Chief Financial Officer and dotted line to Manager, Strategic Sourcing & Facilities

Key Duties and Responsibilities:

• General assistance and administrative support to the CFO, other executives, finance and facilities team
• Organizing and maintaining calendars (scheduling online and in-person meetings)
• Planning and coordinating team meetings and internal events
• Contribute to leadership meetings by assisting with the production of materials, pre-reads, taking notes, and tracking action items
• Preparing and formatting necessary documents or spreadsheets as required
• Work collaboratively with leaders and staff in other functional areas(finance, marketing, people & culture, sales etc.) to achieve overall organizational goals.
• Establish new (and improve existing) systems and processes as you become familiar with the team and organization
• Answer and respond to both internal and external customer and client inquiries and requests, as well as redirecting or managing external visitors
• Coordinate building access for visitors with security
• Manage incoming mail and outgoing mail including arranging for couriers for all departments and ensuring adequate funds are available in the postage machine.
• Work in tandem with our circulation and sales team to mail out back copies of the newspaper upon request.
• Facilitate kitchen maintenance by ensuing cleanliness and machines (i.e. coffee maker, dishwasher) are operational
• Ensure printers are stocked and fully operational
• Manage office supply budget and ordering of office supplies and amenities
• Monitor and administer security system by running access card reports, adding and removing users to the system as required.
• Work with the Facility Manager to organize facilities contracts and maintain relationships with the service contractors
• Self learn policies and protocols as program administrator for external programs including travel, desk reservations and the internal credit card portfolio.
• Special projects and other duties as assigned

Qualifications

• Post-secondary diploma, degree or equivalent
• Minimum 5+years in Customer Service environment
• Proficient with Microsoft Word, Excel, PowerPoint, Outlook and OneDrive
• Superior customer service, interpersonal, problem-solving and organizational skills including the ability to placate challenging and demanding clients
• Strong administration skills with accurately updating and maintaining information
• Capable of taking initiative and can work independently with minimal direction or supervision
• Responsibility in meeting all work times and reliable attendance each and every scheduled work day.
• Ability to excel in a fast-paced, deadline driven and demanding environment with strong attention to detail
• Effective organization skills, ability to manage time and priorities tasks appropriately
• Successfully handle confidential information and use appropriate discretion with such material and information
• Ability to work under pressure and meet deadlines
• Physical demands include sitting, standing, walking, occasional lifting up to 10kg, keyboarding and bending floor to waist

Additional Information

AODA

We are committed to providing an inclusive and barrier-free recruitment process ensuring equal access to employment opportunities for candidates, including persons with disabilities. In compliance with Accessibility for Ontarians with Disabilities Act and Ontario Human Rights Code we will endeavour to provide accommodation to persons with disabilities in the recruitment process upon request. If you are selected for an interview and you require accommodation due to a disability during the recruitment process, please notify the hiring manager upon scheduling the interview of your requirements.

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