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

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

Canadian…