Executive Assistant, Member Services

Ontario Teachers' Pension Plan•Toronto, ON

25d•Hybrid

About The Position

This Executive Assistant will provide high quality administrative and coordination support to the Member Services team and support the Senior Executive Assistant. Responsibilities include managing meeting logistics and conference arrangements, preparing and finalizing presentations, coordinating expenses, and assisting with team activities and events to support collaboration and engagement.

Requirements

A minimum of 1-2years of administrative assistance support
Excellent MS Office Skills: Word, Excel and PowerPoint
Advanced proficiency in Microsoft Office Suite (Outlook, PowerPoint, Excel, and Word) and proficiency with collaboration and productivity tools such as Teams, SharePoint, ChatGPT, and Copilot, with the ability to adapt to and learn new technologies.
Exceptional time management and organizational skills with strong attention to detail.
Ability to communicate effectively and professionally with stakeholders at all levels.
Strong problem-solving skills and the ability to manage competing priorities under tight deadlines.
Ability to always maintain discretion and confidentiality on a wide range of issues.
Ability to identify and prioritize items requiring immediate action, along with any pertinent information to facilitate decision making.
Strong customer service orientation; a flexible and willing ‘can do’ attitude.
Proven ability to work independently on multiple tasks while demonstrating initiative.

Nice To Haves

Degree in a related field is an asset

Responsibilities

Prepare meeting materials and coordinate agendas
Take meeting minutes, as required
Manage travel arrangements for the director or vice president
Manage group registrations for conferences, flights and hotels for the department
Process and record invoices for the department
Prepare monthly expense reports
Review and prioritize incoming correspondence for the director or vice president
Provide dedicated administrative support for All Councils Meetings and MS Forward meetings (Directors & Senior Managers)
Prepare meeting materials, coordinate agendas, and compile and finalize presentations for meetings and committees
Coordinate room bookings and catering using Outlook and Momentus for team meetings and events
Provide administrative support to the Senior Executive Assistant and leadership team within Member Services
Provide coverage during vacation and time-off periods, as required
Plan and coordinate offsite meetings, team activities, and events
Coordinate gift cards, rewards, and recognition activities

Benefits

Pay-for-performance with base salary and annual incentive based on individual and enterprise performance.
Numerous opportunities for professional growth and development
Comprehensive employer paid benefits coverage
Retirement income through a defined benefit pension plan
The opportunity to invest back into the fund through our Deferred Incentive Program
A flexible work environment combining in office collaboration and remote working
Competitive time off
Our Flexible Travel Program gives you the option to work abroad in another region/country for up to a month each year
Employee discount programs including Edvantage and Perkopolis
At Ontario Teachers', diversity is one of our core strengths. We take pride in ensuring that the people we hire and the culture we create, reflect and embrace diversity of thought, background and experience. Through our Diversity, Equity and Inclusion strategy and our Employee Resource Groups (ERGs), we celebrate diversity and foster inclusion through events for colleagues to connect for professional development, networking & mentoring. We are building an inclusive and equitable workplace where our talent is respected, accepted and empowered to be themselves.
Accommodations are available upon request ([email protected]) for candidates with a disability taking part in the recruitment process and once hired.