Business Administration & Finance Coordinator / Executive & Personal Assistant
Location: Scarborough, Toronto, Ontario
Job Type: Full-time, Permanent
Salary: Negotiable
Work Arrangement: Primarily on-site
Industry: Healthcare and Private Business Administration
Reporting To: Business Owner / Director
About the Position
We are seeking a smart, highly organized, financially knowledgeable and proactive professional to work closely with a business owner managing healthcare operations and other business interests.
This is a long-term opportunity for someone who enjoys financial administration, business management, professional communication and executive assistance.
The successful candidate will play an important role in coordinating financial activities, communicating with external professionals, managing administrative responsibilities and supporting the Director in both business and selected personal matters.
We are particularly interested in someone who is resourceful, dependable, discreet and capable of taking initiative with minimal supervision.
Key Responsibilities
1. Business Finance & Accounting Administration
* Maintain and organize business financial records, expenses and invoices.
* Assist with bookkeeping, bank reconciliation and financial reporting.
* Prepare monthly financial summaries, budgets and cash-flow tracking.
* Monitor payments, outstanding invoices and recurring expenses.
* Coordinate with accountants, bookkeepers, banks and financial advisers.
* Assist with payroll documentation, tax records and financial administration.
* Support financial management across multiple business interests.
* Identify opportunities for cost savings and improved financial efficiency.
2. Business Administration & Management
* Coordinate day-to-day business administration and operational activities.
* Communicate professionally with lawyers, accountants, banks, suppliers, contractors and other organizations.
* Follow up on outstanding business matters and ensure timely completion.
* Assist with contracts, business documentation, insurance and renewals.
* Coordinate meetings, appointments, projects and business correspondence.
* Obtain quotations, compare service providers and coordinate negotiations.
* Support recruitment, staff coordination and administrative processes.
* Maintain organized records of business activities and deadlines.
3. Executive & Personal Assistance
* Provide direct administrative support to the Business Owner / Director.
* Manage professional and selected personal calendars and appointments.
* Organize travel arrangements, bookings and itineraries.
* Assist with personal financial administration, bills and expense tracking.
* Coordinate selected family, property and household administrative matters.
* Communicate with external parties on behalf of the Director when authorized.
* Organize confidential documents and follow up on important tasks.
* Assist with special projects and other reasonable administrative responsibilities.
4. Healthcare Administration
* Support administrative and financial operations of a healthcare business.
* Assist with medical billing, including OHIP claims and reconciliation where experienced.
* Coordinate with healthcare professionals and administrative staff.
* Experience with OSCAR Pro EMR or other medical systems is an advantage.
Required Qualifications
* Experience in finance administration, bookkeeping, office management or business administration.
* Good knowledge of financial records, invoices, reconciliations and reporting.
* Proficiency in Microsoft Excel and other office applications.
* Excellent written and verbal communication skills.
* Confidence communicating with external professionals and organizations.
* Strong organizational skills and attention to detail.
* Ability to manage multiple responsibilities independently.
* Professionalism, discretion, reliability and confidentiality.
Preferred Qualifications
* Diploma or degree in Accounting, Finance, Business Administration or a related field.
* Experience with QuickBooks or other accounting software.
* Previous experience as an Executive Assistant, Personal Assistant or Office Administrator.
* Experience working directly with a business owner or senior manager.
* Familiarity with healthcare administration, OHIP billing or OSCAR Pro.
* Experience supporting multiple businesses or projects.
What We Offer
* Salary: CAD $37,000–$40,000 annually.
* Full-time, permanent employment.
* Stable, long-term career opportunity.
* Direct involvement in business administration and financial operations.
* Opportunity to gain experience across multiple business activities.
* Professional growth and increased responsibilities based on performance.
How to Apply
Please submit your résumé and a brief cover letter outlining your experience in:
1. Finance and bookkeeping
2. Business administration and management
3. Executive or personal assistance
4. Communicating with external professionals and service providers
Scarborough, Toronto
We are an equal opportunity employer and welcome applications from all qualified candidates. Accommodations are available throughout the recruitment process.
