Executive Assistant, Strategy & Risk

HOOPP (Healthcare of Ontario Pension Plan) • Toronto, ON

6d • Onsite

About The Position

The Executive Assistant (“EA”) plays a critical role in enabling the effective operation of the Strategy and Risk Division. Reporting to the Chief Risk and Strategy Officer (CRSO), the EA provides proactive, high-level administrative, coordination, and operational support to the CRSO and divisional Vice-Presidents. Beyond traditional executive assistance, this role serves as an integrator across the division—supporting investment and management committee governance, financial administration, divisional initiatives, and events. The EA is a trusted partner who anticipates needs, exercises sound judgment, and contributes actively to a respectful, collaborative, and high-performing culture.

Requirements

• University/college education or equivalent
• Minimum 3 years of executive administrative experience supporting senior leaders in a complex corporate or institutional environment.
• Demonstrated experience acting as a committee secretary, including agenda preparation, minute-taking, and action tracking; experience with investment, risk, or governance committees is an asset.
• Proven experience supporting budget activities, forecasting, and financial administration, including invoice and expense processing.
• Advanced proficiency with Microsoft 365 (Outlook, Word, Excel, PowerPoint, Teams, SharePoint).
• Exceptional organizational, time-management, and multitasking skills, with strong attention to detail.
• Excellent written and verbal communication skills, including professional correspondence and high-quality documentation.
• Strong interpersonal skills with the ability to build effective relationships across all levels of the organization.
• Highly proactive, service-oriented, and solutions-focused, with the ability to anticipate needs and act independently.
• Demonstrated ability to handle sensitive and confidential information with discretion and sound judgment.
• High-performing, adaptable, and resilient, with a strong work ethic and commitment to excellence.
• Strong alignment with HOOPP’s values and a demonstrated commitment to fostering a respectful, collaborative, and positive workplace culture.

Nice To Haves

• experience with investment, risk, or governance committees is an asset.

Responsibilities

• Provide comprehensive administrative support to the Chief Risk and Strategy Officer (CRSO) and divisional Vice-Presidents, including complex calendar management, meeting coordination, travel arrangements, and correspondence.
• Anticipate priorities, deadlines, and potential issues, proactively addressing needs to ensure leaders are fully prepared and supported.
• Coordinate divisional activities and initiatives involving multiple Vice-Presidents, ensuring alignment, follow-through, and timely execution.
• Act as secretary for designated investment and management committees within the Strategy and Risk Division.
• Organize committee logistics, including meeting schedules, agendas, materials, and distribution.
• Prepare, record, and circulate accurate meeting minutes; track decisions and action items and follow up as required.
• Maintain committee records in accordance with governance, audit, and documentation standards.
• Collaborate effectively with other committee secretaries and Executive Assistants across the organization to ensure consistency and coordination.
• Support divisional budget activities, including preparation, tracking, forecasting, and reconciliation, in partnership with divisional leadership and Finance.
• Process invoices, expense claims, and payments accurately and on time.
• Monitor budget-related deadlines and proactively flag variances, risks, or issues.
• Coordinate divisional meetings, offsites, training sessions, and events, managing logistics end-to-end.
• Support activities that foster team engagement, collaboration, and a positive divisional culture.
• Partner with other divisional Executive Assistants to support enterprise-wide initiatives, events, and campaigns.
• Build strong, trust-based relationships with executives, Executive Assistants, and stakeholders across the division and the organization.
• Act as a key point of coordination and communication, facilitating clear, timely, and accurate information flow.
• Model a collaborative, respectful, and service-oriented approach in all interactions.
• Uphold the highest standards of confidentiality, professionalism, and ethical conduct.
• Contribute actively to maintaining a positive, inclusive, and high-performing divisional culture characterized by respect, collaboration, and accountability.
• Identify opportunities to improve administrative processes, tools, and ways of working; implement enhancements that increase efficiency and effectiveness.
• Demonstrate consistent high performance, adaptability, and resilience in a fast-paced, executive environment.

Benefits

• high-performance, people-focused culture
• equity, diversity, and inclusion are fundamental to our work environment and business success
• learning and development initiatives, including workshops, Speaker Series events and access to LinkedIn Learning
• membership in HOOPP’s world class defined benefit pension plan
• competitive, 100% company-paid extended health and dental benefits for permanent employees
• coverage supporting our team's diversity and mental health (e.g., gender affirmation, fertility and drug treatment, psychological support benefits of $2,500 per year, parental leave top-up, and a health spending account)
• optional post-retirement health and dental benefits subsidized at 50%
• yoga classes, meditation workshops, nutritional consultations, and wellness seminars
• the opportunity to make a difference and help take care of those who care for us, by providing a financially secure retirement for Ontario healthcare workers

What This Job Offers

• Job Type: Full-time
• Career Level: Executive
• Education Level: Associate degree
• Number of Employees: 501-1,000 employees