Administrative Assistant, Finance

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.

What you will do:

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 Audit 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 priorities.

• Maintains accurate electronic records, distribution lists, and organizational charts to support efficient information access and divisional operations.

• Supports collaboration platforms and shared team resources, including basic maintenance of SharePoint sites, Teams channels, and document repositories.

• Builds effective working relationships across the organization to facilitate timely information flow, expedite actions, and support responsiveness on behalf of leaders.

• Receives and triages inquiries, determines urgency, and routes requests appropriately using sound judgment and professionalism.

• Helps organize meeting materials, action items, and follow-ups to support continuity and execution across ongoing work.

• Identifies opportunities to improve administrative workflows, coordination practices, and team effectiveness within the division.

Digital and Technology Enablement

• Uses approved digital and AI-enabled tools to support drafting, summarization, organization, formatting, and preparation of routine administrative materials and communications.

• Leverages Microsoft 365 applications, Teams, SharePoint, and other approved technologies to improve coordination, information management, and team productivity.

• Identifies opportunities to streamline recurring administrative tasks, improve templates and processes, and reduce manual effort through effective use of technology.

• Applies judgment and maintains confidentiality when using AI-enabled tools, ensuring outputs are reviewed for accuracy, relevance, and alignment with internal standards and policies.

What you bring: ​

• Post-secondary education in business administration or a related discipline, or an equivalent combination of education and experience.

• Progressive administrative support experience in a corporate environment, preferably supporting senior leaders and multiple stakeholders.

• Strong written and verbal communication skills, with the ability to prepare polished materials and interact professionally with all levels of the organization.

• Excellent organizational, prioritization, and coordination skills, with demonstrated ability to manage multiple assignments, deadlines, and changing priorities.

• Strong attention to detail, accuracy, and follow-through, with a commitment to high-quality work and timely execution.

• Digital fluency and proficiency with Microsoft 365 applications, including Outlook, Word, Excel, PowerPoint, Teams, SharePoint, and virtual meeting tools.

• Comfort in learning and using approved AI-enabled workplace tools to enhance productivity, support document preparation, and improve administrative processes.

• Strong interpersonal skills and a collaborative, service-oriented approach, with the ability to build effective working relationships across teams.

• Sound judgment, discretion, and ability to handle sensitive and confidential information with professionalism.

• Ability to work independently, take initiative, solve problems, and identify opportunities to improve processes and team effectiveness.

HOOPP may use artificial intelligence tools to assist in screening, assessing and selecting applicants for this position. These tools support our recruitment process but do not replace human judgment and decision-making.