Job Type: Full-Time, Permanent Reports To: Director Of Finance 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. 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 skilled 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. 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. Prepare correspondence, documents, reports, presentations, spreadsheets, and other materials as required.

Maintain organized digital files, records, and financial documentation. Act as a professional and responsive point of contact on behalf of the Director of Finance when appropriate.

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. 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.

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. Help coordinate finance-related projects involving multiple departments, offices, and companies. 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. 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. Project & Task Management Maintain task lists and project trackers for the Director of Finance.

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.

Prepare meeting materials and supporting documentation. Assist with communication between the Director of Finance and employees, managers, accountants, auditors, bankers, and other stakeholders.



Office & Administrative Coordination Assist with office-related administrative requirements across the organization's locations.

Assist with ordering supplies, coordinating services, and resolving administrative issues. Assist with coordinating employee-related administrative activities when requested.

The Finance Operations

Assistant will have access to sensitive business, financial, employee, client, and operational information. Follow company policies and procedures regarding confidential information and data security. 2–3 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. ~ Proficiency with Microsoft Office, including Outlook, Word, and Excel; strong Excel skills preferred. ~ Ability to manage multiple priorities and deadlines simultaneously. ~ 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., Experience coordinating domestic and international business travel.

Experience in a professional services environment such as legal, accounting, finance, wealth management, or consulting.

Experience with project management or task-management software. Post-secondary education in Business Administration, Finance, Accounting, or a related field. Keeping the Director of Finance organized and prepared.

Ensuring meetings, travel, and commitments are properly coordinated. Proactively managing follow-ups and outstanding tasks. Providing accurate and timely administrative and financial support. Helping financial and operational projects move forward efficiently.

Anticipating the Director's needs rather than waiting for direction. Becoming a reliable extension of the Director of Finance and a trusted member of the finance team. #

📌 Assistant.e Administration et Finance (Vaughan)
🏢 Bluestar Equity
📍 Vaughan