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Upper Canada Collage

Administrative Assistant, Finance & Operation

Toronto, ON, Canada

Pay: $66,746 to $87,604 CAD / year
Job type: Full-time
Experience: 5-7 years of progressive administrative or coordination experience, preferably in finance and/or operations;
Posting language: English
Posted: Sep 22, 2026

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Original job description

Employment Terms: Full Time, Permanent

Start date: October 2026

We are looking for an enthusiastic, curious, and adaptable Administrative Assistant to provide high-level administrative, coordination, and operational support to the Vice-Principals of Finance and Operations to ensure effective governance, risk management, and execution of strategic and operational priorities across the College.

Key Responsibilities and Tasks

Key Responsibilities & Tasks:

Governance & Executive Coordination

Coordinate Board, Committee, and governance meetings including proactive scheduling, timely materials preparation and distribution including agendas, minutes, and follow-ups;
Support audit cycles, financial reporting timelines, and governance documentation;
Maintain a centralized tracking of action items and ensure timely completion of deliverables.

Finance & Operations Administration (College and Foundation)

Support financial processes including procurement coordination, documentation, and contract administration;
Coordinate workflows related to audits, financial assistance processes, and reporting cycles;
Assist in maintaining financial records, reports, and documentation integrity;
Support capital projects and facilities operations through scheduling, vendor coordination, and documentation;
Supported college and foundation administrative activities by coordinating document collection, statement retrieval, portal access, fund manager communications, and maintaining tracking sheets for capital calls, distributions, reports, and other investment-related documentation.

Systems, Process & Data Coordination

Assist with financial systems modernization and data integrity;
Support process mapping and workflow optimization initiatives;
Support implementation and adoption of new tools, templates, and workflows;
Maintain organized digital filing systems and documentation standards;
Generate reports and dashboards to support decision-making.

Administrative Support

Triage incoming requests and communications, ensuring alignment with priorities;
Provide proactive calendar, meeting, and correspondence support to Vice-Principals;
Draft communications, reports, and presentations;
Manage competing priorities and anticipate administrative needs.

Other Duties

Support cross-functional initiatives and peak periods across departments;
Contribute to continuous improvement and operational excellence initiatives;
Be a mentor for an IB continuum project (Personal Project, PYP Exhibition or Extended Essay).

Job Requirement

Experience, Knowledge and Competencies:

Post-secondary education in business administration, finance, or related field required;
5-7 years of progressive administrative or coordination experience, preferably in finance and/or operations;
Strong understanding of administrative processes, governance, or financial environments;
Advanced proficiency with Google Workspace (Docs, Sheets, Drive, Gmail) or comparable administrative environment;
Proven experience supporting senior leaders in complex organizations;
Demonstrated experience coordinating multiple projects and priorities simultaneously;
Demonstrated experience working with data, reporting, and systems;
Experience using AI tools to enhance productivity, identify efficiencies, and support workflow optimization, including interest or experience in managing AI agents and ensuring ethical use an asset;
Experience in educational or non-profit environments an asset
Exposure to financial systems and reporting tools, strong asset
Experience with process improvement or systems implementation is an asset;
Strong organizational and analytical skills with attention to detail;
Excellent written and verbal communication skills.

What We Offer:

At UCC, we believe in supporting the whole person. We offer a highly competitive total rewards package designed to support your professional growth, personal well-being, and every stage of your life journey:

Comprehensive Health & Life-Stage Support: Robust medical, dental, and vision coverage, health care and lifestyle spending accounts, and dedicated support for various life stages - including a progressive menopause policy, hormonal health supports, and 24/7 access to our Employee & Family Assistance Program (EFAP).
Generous Time Off & Balance: Enjoy additional paid time off during school-calendar breaks (including winter holiday, midterm breaks, and March Break), generous vacation allotment, paid volunteer time, and the unique opportunity for self-funded sabbaticals.
Financial Security: Competitive salary ranges, a generous UCC-matched RRP program for staff, OTP pension for teachers, and parental leave top-ups.
Unparalleled Professional Growth: Robust funding for external workshops, conferences, and networking, alongside access to UCC’s custom leadership development program and visiting global experts.
A Vibrant, Pluralistic Community: Access to employee-resource groups, cultural celebrations, multi-faith spaces, and collaborative book clubs focused on equity and anti-oppression.
Beautiful Campus Amenities: Work on a stunning midtown Toronto campus with free parking, and enjoy employee access to exceptional libraries, green spaces, and state-of-the-art athletic facilities (including fitness rooms, an indoor pool, and tennis/pickleball courts). UCC

About UCC:

Upper Canada College (UCC) is focused on making the world a more just and inclusive place through dialogue and teamwork. With a commitment to equity and fairness, students learn that what makes us different as individuals makes us stronger as a community. A rigorous academic program is supported by accomplished faculty, exceptional co-curricular programming, and state-of-the-art facilities.

The UCC experience is underpinned by five core values: learning, pluralism, service, community, and well-being. Among its strategic goals is UCC’s ambition to become more diverse and inclusive. This is supported by a recognition that no learning community is whole without the inclusion and amplification of multiple voices; UCC is committed to fostering belonging, striving for justice and peace among all people, and addressing systemic and structural forms of oppression.

UCC is an Equal Opportunity Employer and values diversity, encouraging applications from all qualified individuals including women, Indigenous Peoples, persons with disabilities, 2SLGBTQIA+ and historically marginalized persons. UCC embraces pluralism – celebrating differences, cherishing similarities, and giving voice to multiple perspectives.

This position is an existing vacancy. Compensation is based on qualifications and experience. The range for the position is $66,746-$87,604.

Please apply on ADP by Friday October 9th, 2026. We thank all candidates in advance; however, we will contact only those selected for an interview. Artificial intelligence tools may be used at certain stages of the recruitment and selection process. As a condition of employment, a current Vulnerable Sector Screening Police Record Check is required.

Apply About employer

More about this job

Responsibilities

The Administrative Assistant provides high-level operational and governance support to the Vice-Principals of Finance and Operations. Key tasks include coordinating board meetings, managing financial documentation, supporting audit cycles, and optimizing administrative workflows.

Requirements

Candidates must have post-secondary education in business or finance and 5-7 years of progressive administrative experience. Proficiency in Google Workspace and experience supporting senior leadership in complex organizations are required.

Skills

Administrative support
Governance coordination
Financial reporting
Procurement coordination
Contract administration
Data integrity
Process mapping
Workflow optimization
Calendar management
Communication
Project coordination
Analytical skills
Google Workspace
Financial systems
AI tools
Attention to detail

Benefits

Medical coverage
Dental coverage
Vision coverage
Health care spending account
Lifestyle spending account
Employee & Family Assistance Program
Paid time off
Vacation allotment
Paid volunteer time
Self-funded sabbaticals
Competitive salary
RRP program
OTP pension
Parental leave top-ups
Professional development funding
Free parking
Fitness facilities
Indoor pool

Visa sponsorship

Not detected in the job text

Keywords

Administrative Assistant
Finance
Operations
Governance
Risk management
Procurement
Audit
Financial reporting
Capital projects
Data integrity
Workflow optimization
Google Workspace
AI tools
Project management
Non-profit
Education
Strategic planning
Documentation
Vendor coordination
Dashboarding
Communication
Analytical skills
Leadership support
Process improvement
Financial records

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