Finance Operations Assistant
Location: Vaughan, Ontario, Canada (Hybrid, must be located in Vaughan or surrounding areas)
Job Type: Full-Time, Permanent
Reports To: Director Of Finance
Experience Required: 2–3 Years
Salary: 50,000 – 55,000
About Us
Bluestar Professional Services Inc. is a growth-focused investment office that acquires and operates businesses across Canada and the United States. Across all our companies, we are committed to building strong teams, investing in our people, and fostering a collaborative, high-integrity culture where employees are empowered to grow, make an impact, and build rewarding careers.
Position Summary
We are seeking a highly organized, proactive, and detail-oriented Finance Operations Assistant to provide direct administrative and financial support to the Director of Finance.
The Director of Finance oversees financial operations, reporting, budgeting, and finance systems across a diverse group of professional services companies, including law firms, accounting offices, and wealth management companies operating in both Canada and the United States.
The successful candidate will act as a key support resource to the Director of Finance, helping to keep priorities organized, ensuring follow-ups are completed, coordinating meetings and financial operations projects, and assisting with the smooth execution of day-to-day finance activities.
The ideal candidate is highly organized, resourceful, discreet, dependable, and comfortable taking initiative without needing to be asked to complete every task.
Key Responsibilities
1.Executive & Administrative Support
- Provide day-to-day administrative and organizational support to the Director of Finance.
- Manage and organize the Director's calendar, meetings, appointments, and commitments.
- Coordinate internal and external meetings, including preparing agendas, meeting materials, and follow-up items where required.
- Assist with prioritizing competing requests and ensuring important deadlines are not missed.
- Prepare correspondence, documents, reports, presentations, spreadsheets, and other materials as required.
- Take meeting notes and maintain action-item lists when requested.
- Follow up with internal team members and external parties on outstanding action items.
- Maintain organized digital files, records, and financial documentation.
- Assist with confidential and sensitive matters requiring a high degree of discretion.
- Act as a professional and responsive point of contact on behalf of the Director of Finance when appropriate.
2. Travel Coordination
The Finance Operations Assistant will be responsible for coordinating business travel for the Director of Finance, including:
- Researching and booking flights, hotels, rental cars, and other transportation.
- Coordinating travel itineraries and ensuring schedules are practical and organized.
- Managing changes, cancellations, and travel disruptions.
- Preparing and maintaining detailed travel itineraries.
- Coordinating meetings and appointments around travel schedules.
- Making restaurant or other business-related reservations when required.
- Assisting with travel expense documentation and organization.
- Coordinating domestic and international travel between Canada and the United States.
- Anticipating logistical needs and proactively identifying potential travel conflicts or issues.
3. Finance Operations Support
- Assist the Director of Finance with day-to-day financial initiatives across the organization's law, accounting, and wealth management businesses.
- Support the implementation and maintenance of financial processes, procedures, and systems.
- Assist with tracking financial deadlines, including month-end close, quarterly reporting, tax filings, and audits.
- Maintain financial and project trackers and follow up with responsible team members.
- Assist with preparing financial reports, budgets, spreadsheets, dashboards, and presentations.
- Help coordinate finance-related projects involving multiple departments, offices, and companies.
- Assist with documenting financial processes and creating or updating standard operating procedures.
- Support the Director of Finance with identifying outstanding issues, bottlenecks, and follow-up requirements.
- Help ensure that financial tasks, such as invoice processing, expense reports, and reconciliations, are completed accurately and on schedule.
4. Cross-Company Coordination
As the Director of Finance supports multiple businesses, the Finance Operations Assistant will help coordinate activities across:
- Law firms and legal operations
- Wealth management and Private Equity Fund
- Corporate and administrative functions
Responsibilities may include coordinating meetings, gathering financial information, following up with team members, preparing reports, and helping ensure financial information flows effectively between companies and departments.
5. Project & Task Management
- Maintain task lists and project trackers for the Director of Finance.
- Monitor deadlines and proactively communicate upcoming priorities, including recurring financial cycles such as month-end close and budgeting.
- Follow up on delegated tasks and outstanding deliverables.
- Assist with coordinating new initiatives and finance-related projects.
- Help organize information and documentation required for projects and audits.
- Escalate issues or delays to the Director of Finance when appropriate.
- Ensure follow-ups are completed and closed out in a timely manner.
6. Meeting & Communication Support
- Schedule internal and external meetings.
- Coordinate meeting logistics across multiple offices and time zones.
- Prepare meeting materials and supporting documentation.
- Record action items and follow up on outstanding commitments.
- Assist with communication between the Director of Finance and employees, managers, accountants, auditors, bankers, and other stakeholders.
- Draft routine communications and correspondence as requested.
7. Office & Administrative Coordination
- Assist with office-related administrative requirements across the organization's locations.
- Coordinate with vendors, suppliers, landlords, and service providers as required.
- Assist with ordering supplies, coordinating services, and resolving administrative issues.
- Assist with coordinating employee-related administrative activities when requested.
8. Confidentiality & Professionalism
The Finance Operations Assistant will have access to sensitive business, financial, employee, client, and operational information.
The successful candidate must:
- Always maintain strict confidentiality.
- Exercise sound judgment when handling sensitive financial information.
- Understand the importance of privacy and discretion within professional services environments.
- Maintain a high level of professionalism when dealing with employees, clients, lawyers, accountants, financial professionals, vendors, and other stakeholders.
- Follow company policies and procedures regarding confidential information and data security.
Qualifications & Experience
Required
- 2â3 years of experience in an administrative, finance, accounting, executive assistant, office administration, or similar role.
- Occasional travel to other company locations is required. Employee can carpool with the Director of Finance when traveling between locations or use their own vehicle.
- The role may occasionally require flexibility outside standard business hours to accommodate executive schedules, business travel, meetings, or time-sensitive financial requirements.
- Strong organizational and time-management skills.
- Exceptional attention to detail, particularly with numbers and financial data.
- Strong written and verbal communication skills.
- Proficiency with Microsoft Office, including Outlook, Word, and Excel; strong Excel skills preferred.
- Ability to manage multiple priorities and deadlines simultaneously.
- Strong follow-up skills and the ability to ensure tasks are completed.
- Ability to work independently and take initiative.
- Professional and polished communication style.
- Ability to handle confidential and sensitive information appropriately.
- Strong problem-solving and organizational abilities.
- Comfortable working in a fast-paced and constantly changing environment.
Preferred
- Experience supporting a senior executive, Director, VP, or C-suite executive, particularly in a finance or accounting capacity.
- Experience with basic bookkeeping, expense reporting, invoicing, or accounting software (e.g., QuickBooks, Xero).
- Experience coordinating domestic and international business travel.
- Experience working across multiple companies, departments, or locations.
- Experience in a professional services environment such as legal, accounting, finance, wealth management, or consulting.
- Experience with project management or task-management software.
- Experience working with both Canadian and U.S. operations.
- Post-secondary education in Business Administration, Finance, Accounting, or a related field.
Core Competencies
Organization & Prioritization, Proactive Mindset, Attention to Detail, Communication, Accountability, Discretion, Adaptability, Problem Solving, Team Orientation
What Success Looks Like
- Keeping the Director of Finance organized and prepared.
- Ensuring meetings, travel, and commitments are properly coordinated.
- Proactively managing follow-ups and outstanding tasks.
- Ensuring important financial deadlines and deliverables are not missed.
- Providing accurate and timely administrative and financial support.
- Helping financial and operational projects move forward efficiently.
- Communicating professionally with internal and external stakeholders.
- Anticipating the Director's needs rather than waiting for direction.
- Maintaining confidentiality and professionalism at all times.
- Becoming a reliable extension of the Director of Finance and a trusted member of the finance team.
