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About the Role

The Administrative Assistant provides proactive administrative, operational, and coordination support to senior leaders within the Finance & IA Division. The role is responsible for coordinating priorities, schedules, communications, meetings, travel, expenses, invoices, documents, and presentation materials, while also supporting effective information management and cross-functional collaboration. The ideal candidate is highly organized, resourceful, collaborative, and service oriented, with strong judgment, discretion, and attention to detail.

Responsibilities

Provides day-to-day administrative and operational support to Finance Senior Leadership Team members.
Manages and coordinates calendars, scheduling priorities, and administrative logistics.
Prepares, edits, formats, and coordinates presentations, reports, correspondence, and other materials.
Supports onboarding and team set-up activities for new employees.
Coordinates memberships, subscriptions, conference registrations, and travel arrangements.
Processes invoices, expense reports, and related records accurately and in a timely manner.
Coordinates internal and external meetings, including scheduling, agenda support, and follow-up.
Supports divisional and departmental meetings, offsites, team events, and vendor sessions.
Lead the coordination of divisional activities, events, and general administrative services.
Works closely with the divisional Manager, Administrative Services and key stakeholders to align administrative support.
Serves as member of the Social Committee and helps coordinate team-building events and engagement activities.
Supports team engagement activities that foster collaboration, connection, and a positive divisional culture.
Monitors deadlines, tracks requests, and follows up on actions, deliverables, and approvals.
Maintains accurate electronic records, distribution lists, and organizational charts.
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.
Receives and triages inquiries, determines urgency, and routes requests appropriately.
Helps organize meeting materials, action items, and follow-ups.
Identifies opportunities to improve administrative workflows, coordination practices, and team effectiveness.
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.

Requirements

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.
Excellent organizational, prioritization, and coordination skills.
Demonstrated ability to manage multiple assignments, deadlines, and changing priorities.
Strong attention to detail, accuracy, and follow-through.
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.
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.

Skills

Microsoft 365
Teams
SharePoint
AI-enabled tools
Calendar management
Meeting coordination
Travel arrangements
Expense processing
Presentation preparation
Information management
Communication
Organization
Prioritization
Coordination
Attention to detail
Interpersonal skills
Problem-solving

Location

Toronto
London

Work Type

Full-time

Experience Level

Progressive administrative support experience

Education Level

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

Salary/Compensations

$58,000 - $91,000 CAD

Benefits

Competitive, 100% company-paid extended health and dental benefits for permanent employees
Coverage supporting diversity and mental health (e.g., gender affirmation, fertility and drug treatment, psychological support benefits of $2,500 per year)
Parental leave top-up
Health spending account
Optional post-retirement health and dental benefits subsidized at 50%
Yoga classes
Meditation workshops
Nutritional consultations
Wellness seminars
Membership in HOOPP’s world class defined benefit pension plan

About the Company

Founded in 1960 by the Ontario Hospital Association, the Healthcare of Ontario Pension Plan (HOOPP) is one of Canada’s strongest and most stable defined benefit pension plans.
For over 65 years, HOOPP has delivered on its pension promise to Ontario’s healthcare workers, now serving more than 504,000 members and 870 employers across the province.
HOOPP manages a global, diversified multi-asset portfolio.
One of Canada’s Maple 8 pension plans, HOOPP oversees $132 billion in assets and remains fully funded, supported by strong risk-adjusted returns, stable contribution rates for more than 20 years and independent governance.
We are a purpose-driven organization committed to building an equitable, diverse and inclusive workplace where different perspectives drive better outcomes.
We look for talented, forward-thinking individuals who want their work to have real impact on the lives of others.
We believe an equitable, diverse and inclusive (EDI) workplace is integral to cultivating a positive culture.
We integrate fair and inclusive practices into our programs and processes, creating equal opportunity and establishing a consistent employee experience across our organization.

Equal Opportunity

We are a purpose-driven organization committed to building an equitable, diverse and inclusive workplace where different perspectives drive better outcomes.
We believe an equitable, diverse and inclusive (EDI) workplace is integral to cultivating a positive culture.
We integrate fair and inclusive practices into our programs and processes, creating equal opportunity and establishing a consistent employee experience across our organization.
If you need accommodation at any point in our recruitment process, please advise your recruiter or email us at HRinbox@hoopp.com and we will be happy to consult with you so that arrangements can be made for reasonable accommodation.