Administrative Assistant, Finance

Role overview

HOOPP is hiring an Administrative Assistant to provide proactive administrative, operational, and coordination support to senior leaders within the Finance & IA Division in Toronto, Ontario. Reporting to the Senior Vice President, Investment Operations, Performance and Analytics, this role helps keep priorities, calendars, communications, meetings, and administrative processes moving smoothly for the Finance leadership team.

The position is designed for someone who is highly organized, service-minded, and comfortable working in a fast-paced environment. You will help leaders stay focused by anticipating needs, managing follow-ups, and coordinating the day-to-day details that keep the division running effectively. The role also relies on strong digital skills, including Microsoft 365, Teams, SharePoint, and approved AI-enabled tools, with careful attention to confidentiality and accuracy.

Why work here

• A high-performing workplace with a strong people-first culture.
• A genuine commitment to equity, diversity, and inclusion as core parts of the business.
• Learning and career growth support through workshops, Speaker Series sessions, and access to LinkedIn Learning.
• Membership in HOOPP’s defined benefit pension plan, which supports retirement security.
• Company-paid extended health and dental coverage for permanent employees, including support for gender affirmation, fertility, 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 coverage subsidized at 50%.
• Wellness offerings such as yoga, meditation workshops, nutritional consultations, and wellness seminars.
• The chance to contribute to the retirement security of Ontario healthcare workers.

Key responsibilities

This role covers executive assistance, coordination, workflow management, and team support across the division.

• Provide everyday administrative and operational support to senior leaders in the Finance division.
• Keep calendars, schedules, and competing priorities organized so leaders can use their time effectively.
• Handle confidential and sensitive information with sound judgment and discretion.
• Prepare, edit, format, and coordinate presentations, reports, correspondence, and related materials to meet corporate expectations.
• Assist with onboarding and workspace or team setup for new employees, including documents and other administrative needs.
• Arrange memberships, subscriptions, conference registrations, and travel plans such as flights, hotels, and local transportation.
• Process invoices, expenses, and related records accurately and on time, while maintaining proper supporting documentation.
• Coordinate internal and external meetings, including scheduling, agenda support, room or virtual setup, catering, materials, and post-meeting follow-up.
• Support divisional meetings, offsites, team activities, and vendor sessions by managing logistics and participant communication.
• Help lead divisional events and administrative services as assigned, including support for the divisional Manager, Administrative Services when needed.
• Work with the Manager, Administrative Services and other stakeholders to align administrative support with Finance and organization-wide priorities.
• Participate in the Social Committee and help organize team-building and engagement activities.
• Monitor deadlines, track requests, and follow up on actions, deliverables, and approvals to keep work on schedule.
• Maintain electronic records, distribution lists, and organizational charts so information stays accurate and accessible.
• Support shared collaboration tools such as SharePoint sites, Teams channels, and document repositories with basic upkeep.
• Build strong relationships across the organization to speed up information flow and support responsiveness.
• Receive, assess, and route incoming inquiries based on urgency and context.
• Organize meeting notes, action items, and follow-ups to support continuity across ongoing work.
• Look for ways to improve administrative processes, coordination methods, and team efficiency.
• Use approved digital and AI-enabled tools to help draft, summarize, organize, format, and prepare routine materials and communications.
• Use Microsoft 365, Teams, SharePoint, and related technologies to improve coordination, information management, and productivity.
• Identify opportunities to reduce manual effort and improve templates and workflows through better use of technology.
• Apply judgment when using AI-enabled tools and review outputs for accuracy, relevance, and alignment with internal standards and policies.

Requirements

• Post-secondary education in business administration or a related field, or an equivalent mix of education and experience.
• Several years of administrative support experience in a corporate setting, ideally supporting senior leaders and multiple stakeholders.
• Strong written and verbal communication skills with the ability to produce polished materials and interact professionally at all levels.
• Excellent organization, prioritization, and coordination abilities, with comfort managing multiple tasks and shifting deadlines.
• High attention to detail, accuracy, and follow-through.
• Strong working knowledge of Microsoft 365, including Outlook, Word, Excel, PowerPoint, Teams, SharePoint, and virtual meeting platforms.
• Comfort using approved AI-based workplace tools to support productivity and administrative work.
• Good interpersonal skills and a collaborative, service-oriented mindset.
• Ability to use discretion and protect confidential information.
• Independent working style, initiative, problem-solving ability, and a mindset for improving processes and team effectiveness.

Compensation and employment details

The expected annual base salary range for this position is CAD 58,000 to CAD 91,000. The final salary may vary depending on the candidate’s expertise and level of experience. This role is also eligible for discretionary incentive plan participation, subject to the applicable plan terms.

This position is an existing vacancy.

HOOPP may use artificial intelligence tools during screening, assessment, and selection. These tools support recruitment activities but do not replace human judgment.