Executive Assistant

OPTrust•Toronto, ON

7d•CA$73,792 - CA$85,720•Hybrid

About The Position

The Executive Administrative Assistant (EA) will be responsible for providing senior-level administrative services to the PATH Program, which is a multi-year and multi-million-dollar pension administration transformation at OPTrust. This role will support executives and staff, including the Vice President of Pension Administration Transformation (VP), Directors, Managers and bargaining unit employees within the PATH Program.

Requirements

4 years of administrative experience with at least 2 years at a senior executive level in a fast-paced organization.
Experienced and comfortable using software and platforms such as Concur’s expense reporting module and Workday.
Strong organizational skills and ability to efficiently multi-task and prioritize work.
Highly proficient with Microsoft Office (i.e., Word, Excel, PowerPoint), and Adobe applications.
Takes initiative by bringing forward ideas that add value to the team.
Excellent written communication skills to compose a variety of correspondence and ensure accuracy of material.
Demonstrated ability to communicate and interact effectively at all levels of the organization.
Detail-oriented; effectively plans work through defining objectives and anticipating needs and priorities.
Ability to work effectively as part of a team or independently with minimal supervision.
Discretion and good judgement required for dealing with sensitive and confidential matters.
Exemplify OPTrust’s values: collaboration and teamwork, integrity, respect, flexibility, excellence, and continuous improvement.

Nice To Haves

Experience in the financial services industry is an asset.
College or university degree preferred.

Responsibilities

Coordinate meetings, including Board and Committee meetings, with internal and external contacts including sponsors, vendors, consultants, and advisors, and assist in the preparation of materials.
Planning and coordination of periodic meetings relating to PATH, including scheduling of meetings, timely preparation and distribution of meeting materials, preparation of detailed meeting notes and minutes, and carrying out other arrangements, as required.
Manage calendars and provide other support services, as necessary, for the VP and the PATH team.
Assist the corporate travel team as they manage travel arrangements for the PATH Program.
Plan and coordinate team building, social, and other events for the team. This will require working with outside parties when the event is external. Provide recommendations for logistics, distribute event schedules and oversee all other event details as needed.
Work with Facilities, Information Technology Operations & Security and People Teams on planning and coordinating movement of staff, new hires, leaves and offboarding to ensure that any technology or access requirements are met.
Reconciliation of expenses, accounting entries, and assist in the processing of all invoices and expenses for the VP and management team via Concur.
Researching information, assisting with special projects and performing other duties, as required.
Handle inquiries, as appropriate, while maintaining confidentiality and discretion on all matters.
Work with the VP and management on the team to draft, edit, and proofread documents and presentation material ahead of meetings. This will include reporting documents, stakeholder communications and budgets; ensuring adherence to established brand and internal standards.
Proactively assist in the preparation of routine correspondence.
Keep the PATH team informed of new developments within the team and throughout the organization, through team updates etc. and maintain a pulse on the team to see where there may be room to provide additional support.
Liaise with other EAs at OPTrust keeping them informed of any relevant program and/or corporate updates.
Performs other duties as assigned.
Ensure clear understanding and adherence of all OPTrust’s policies, procedures, guidelines as well as living our values and fostering an inclusive culture.