Finance & Executive Assistant

Do you bring a strong financial administration skill set, sound organizational judgment, and the ability to keep executive priorities moving forward? Our client, an innovative and renowned non-profit organization, is seeking a Finance and Executive Assistant for a permanent opportunity in Dartmouth, NS.

This unique, dual-focus role combines hands-on financial administration with executive and governance support, offering the opportunity to play an integral part in the organization's day-to-day operations and broader strategic priorities.

Key Responsibilities for the Job:

Finance Administration

• Enter approved invoices, receipts, deposits and other transactions
• Maintain accounts payable and accounts receivable records
• Prepare payroll information and payroll runs for review and approval
• Complete bank and credit card reconciliations for review and assist with month-end procedures
• Organize receipts, vendor records, funding documentation and audit materials
• Assist with basic financial reporting, data exports and other accounting administration as required

Executive Support and Administration

• Manage the CEO's calendar, coordinate appointments and meeting requests, and organize related logistics
• Prepare and format correspondence, meeting agendas, briefing materials and presentations
• Coordinate board and committee meetings, including scheduling, invitations, and meeting materials
• Maintain organized and secure executive, governance and contact records
• Assist with meeting minutes, action logs, follow-up reminders and deadline tracking

Experience & Attributes for Success:

• Proven hands-on bookkeeping, accounting administration and/or payroll experience
• Previous experience providing administrative support to a senior executive or coordinating board and committee activities is considered a definite asset
• Strong proficiency with Microsoft 365, including calendar management, document formatting and professional correspondence
• Exceptional organizational skills and attention to detail, with the ability to manage multiple responsibilities and deadlines
• Strong written and verbal communication skills, along with a professional and service-oriented approach
• Demonstrated discretion and the ability to handle confidential financial, personnel and governance information appropriately
• Ability to work independently, exercise sound judgment and follow established procedures and approval processes

If interested in this opportunity, please apply online by clicking the Apply Now button.

Administrative Staffing is committed to promoting diversity and inclusion in the workplace. We believe that it is essential for workforces to reflect the communities they serve, where everyone feels included and valued. We promote environments that value and respect all individuals, regardless of their race, ethnicity, gender, sexual orientation, age, ability, religion, or any other personal characteristic.

We encourage applications from underrepresented groups including African Canadians, Indigenous/Aboriginal People, Racially Visible Persons, Women, Persons with Disabilities, and 2SLGBTQ+ Persons.

Self-identification is encouraged but not required during the application process and accommodations can be requested during the recruitment process. If accommodations are needed during the assessment process, such as an interview or testing, please let us know and we will make arrangements to meet your needs.