Senior Administrative Assistant - Finance

Key Responsibilities

Finance Director Support

• Provide high-level administrative and operational support to the Finance Director.

• Manage calendars, meeting coordination, and departmental scheduling.

• Prepare agendas, reports, meeting materials, and follow-up action items.

• Serve as a trusted extension of the Finance Director by handling communications and requests professionally and confidentially.

Department Coordination & Communication

• Serve as the primary coordination point for Finance Department communications.

• Support planning and execution of department meetings, training, and team building.

• Maintain department documentation, policies, procedures, and operational records.

• Support consistency and follow-through departmental commitments and priorities.

Project Management & Strategic Initiatives

• Coordinate departmental projects and strategic initiatives from planning through execution.

• Track milestones, deliverables, and accountability across finance functions.

• Partner with internal departments and ministry leaders to facilitate cross-functional projects.

• Prepare project updates and status reports for Finance Leadership.

Reporting, Analytics & Contract Administration 

• Support financial analysis and leadership decision-making.

• Track department performance metrics and key operational indicators.

• Support annual budgeting and planning processes through coordination of information and timelines.

• Maintain meeting records, action items, and supporting documentation.

• Support management of finance-related contracts, agreements, and vendor relationships.

• Maintain organized records for financial and operational agreements.

• Coordinate document collection, approvals, renewals, and compliance requirements.

Documentation & Confidential Information Management

• Develop and maintain systems that improve communication, organization, and accountability.

• Document departmental workflows, procedures, and best practices.

• Handle sensitive financial, personnel, legal, and organizational information with discretion and confidentiality.

• Exercise sound judgment when working with Executive Leadership, staff, vendors, and external partners.

• Ensure compliance with organizational policies and procedures regarding confidential information.