Finance and Administrative Assistant

Brampton, ON
Contract
Full-time

6 days ago

About Us!The Brampton Arts Organization (BAO) champions Brampton’s diverse arts, culture and creative industries and advocates for the Brampton Artist. We work to build a thriving, confident, valued, and empowered creative scene by offering a range of programs, services and resources. In this, BAO is a key partner in fulfilling the City of Brampton’s strategic vision and Culture Master Plan. We are focused on providing programs and services in collaboration with cross-sectoral partners in the areas of:

Funding, finance, and investment
Leadership, advocacy, and innovation
Sector development and growth

Who Are You?You believe in BAO’s mission to advance and advocate for Brampton’s arts, culture, and creative industries, and you’re motivated to support the systems that make this work possible. You’re highly organized, detail-oriented, and dependable, with a strong interest in finance, administration, and governance. You’re very comfortable working with numbers, tracking budgets, and following clear processes, while also collaborating with external partners like bookkeepers, HR, and legal advisors. You take pride in keeping things running smoothly behind the scenes- whether that’s supporting accounts payable and receivable, maintaining organized records, or supporting contract and compliance processes. You’re confident preparing Board materials, taking meeting minutes, and contributing to effective governance practices. You enjoy working in a small, collaborative team where you can be both independent and supportive, and want to contribute to a creative, community-driven organization by strengthening its operational foundation.If you see yourself in this opportunity, we would love to have a conversation with you! Unsure? You can learn more about us by exploring our .Your Opportunity!Reporting to the Executive Director, the Finance and Administrative Assistant is responsible for providing ongoing administrative support to the BAO team and our service collaborators (Bookkeeping, Human Resources, Legal). This position is responsible for tracking accounts payable and receivables, following financial procedures, working closely with our bookkeeping team, assisting with budget projections, and liaising with internal and external contacts to support finance, purchasing, legal and accounting processes. The Coordinator provides support and attendance to the BAO Board of Directors monthly meetings (agenda drafting, minute taking), ensures that contractual obligations are fulfilled, and provides administrative support (file organization, document review) to the programming team.This role is primarily remote, but offers the option of working in office (Downtown Brampton) as desired.The Role and its Responsibilities and Skills:FINANCIAL ADMINISTRATION SUPPORT

Monitor, maintain and process organizational financial, time-entry and multiple budgetary records, files, reports and transactions including day to day bookkeeping and monitoring of accounts payable and receivable including credit card transactions.

Supports the processing and reconciliation of financial statements and transactions/payments using Quickbooks, DocuSign, Hubdoc and Paypal in collaboration with the bookkeeping services provider (Young Associates) and assists with the preparation of financial reports and forecasts.
Support the administration of contracts and agreements with stakeholders, including but not limited to processing accompanying payments, invoices, financial reconciliation, insurance needs and tracking key contractual dates.

Support the section’s financial objectives by providing forecasting, assistance in preparing annual budgets, scheduling expenditures, analyzing variances and initiating corrective actions as directed by the Executive Director.

OPERATIONS AND ADMINISTRATION

Assist with multiple aspects of the ongoing BAO operations administratively.
Provide administrative support to a small team of professionals; including preparation,review, processing and distribution of reports, correspondence, proposals, grant applications and presentations.

Provide administrative assistance in support of business initiatives, HR, programs,processes and projects.

Maintain files and confidential records to ensure corporate compliance, and leads office and equipment supply orders.
Provide general administrative support to the Executive Director on scheduling, and organization-wide initiatives.

BOARD OF DIRECTORS SUPPORT

Collaborate with the Board Chair and Executive Director to prepare and distribute the agenda for monthly board meetings, ensuring all relevant materials, reports, and documents are distributed in advance.
Schedule and attend monthly board meetings as Recording Secretary and take accurate and comprehensive minutes to capture discussions, decisions, and action items in accordance with Roberts Rules.
Liaise between the Board and the nonprofit’s legal counsel regarding legal matters, compliance issues, and any necessary documentation including the timely review and execution of legal documents, seeking legal advice as needed.
Facilitate regular communication with board members and oversee logistics for board meetings, including scheduling, reminders, and distribution of materials.

LOGISTICAL SUPPORT & COMMUNITY INTERACTION

Ensure all correspondence and scheduling requests are prioritized and urgent matters and conflicts are addressed, including supporting the Executive Director’s scheduling as needed.

Book and arrange meetings, conferences, event attendance, resources, travel arrangements and amenities both in person and online.
Participate on cross-divisional project teams within the organization and with other stakeholders or consultants as required to implement projects and initiatives.
Provide internal and external customer service by processing and responding to a variety of inquiries and service requests; while adhering to organizational practices and standards.

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