Executive Assistant, Finance (12-months)

Who You Are

• You're a proactive self-starter who doesn't wait to be asked. You anticipate needs, identify gaps, and take action without requiring direction.
• You're a strong critical thinker who connects information, assesses situations, and exercises sound judgement in a fast-paced environment.
• You exercise exceptional judgment and know when to act independently and when to escalate matters appropriately.
• You handle sensitive and confidential information with the highest level of professionalism and discretion.
• You thrive in ambiguity, effectively balancing multiple priorities while focusing on what matters most.
• You build strong relationships and adapt your communication style to work effectively with all levels of the organization.
• You continually seek opportunities to improve processes, enhance efficiency, and add value.
• You combine exceptional attention to detail while maintaining a clear understanding of broader business priorities.
• How You’ll Make an Impact
• Reporting to the Chief Financial Officer (CFO), you will manage their executive calendar, balancing competing priorities and ensuring the CFO’s time is focused on the highest-value activities.
• Monitor key deliverables, commitments, and deadlines, proactively following up with stakeholders and identifying risks that could impact outcomes.
• Serve as a trusted partner to the CFO by anticipating priorities, identifying potential challenges, and proactively implementing solutions before issues arise.
• Develop and prepare executive correspondence, presentations and reports, within established timelines.
• Review financial statements, budgets, and related finance materials for consistency, formatting, content accuracy, and overall quality.
• Coordinate administrative processes such as signing authorities and system access requests, invoice coding and contract tracking ensuring timely completion, accurate record keeping as well as monthly expense claim processing.
• Plan and coordinate Finance town halls and other Finance events, including logistics, materials, invitations, and follow-up activities.
• Maintain and update Finance-related content within the Backyard (intranet) site.
• Serve as back-up support for board-related activities, including meeting preparation, materials coordination and posting, and follow-up as required.
• Communicate effectively across all levels of the organization to ensure seamless coordination and execution of work.
• What You Bring to the Table
• You have a Diploma in Business Administration, or a recognized Office Assistant Program or equivalent education and experience is preferred.
• At least 5 years of experience in an Executive Assistant role.
• Demonstrated ability to think critically, solve problems independently, and exercise sound judgment in a dynamic environment.
• Proven experience anticipating executive needs, managing competing priorities and adapting to changing demands while maintaining accuracy and attention to detail.
• Strong business acumen with the ability to understand organizational objectives and align support accordingly.
• Exceptional ability to synthesize information, identify key insights, and communicate recommendations clearly and concisely.
• Advanced proficiency with Microsoft Office Suite (Word, PowerPoint, Excel), Adobe Acrobat and Visio.
• Strong organizational and time management skills.
• Belonging Matters Here AMA is committed to providing an inclusive, respectful, and accessible environment. If you require an accommodation at any time during our recruitment process, please contact [email protected]. We’ll work with you feel supported throughout your journey with us.
• WORK MODEL:
• We thank all applicants for their interest; however, only those selected for an interview will be contacted.