Executive Assistant

Ontario Teachers' Pension Plan • Toronto, ON

51d • CA$60,000 - CA$95,000 • Hybrid

About The Position

Reporting to the Director and Senior Legal Counsel, Investments, the Executive Assistant (EA) is accountable for providing a full scope of support to the Investment Legal Counsel Team. The Executive Assistant will need a base understanding of the organization and its partners to ensure absolute efficiency in carrying out their responsibilities. This position will function with minimal supervision and requires a high degree of independence, tact, initiative, discretion and judgment. The EA will provide administrative support including managing / coordinating meetings and calendars; compile, edit and finalize correspondences and presentations; coordinate conference logistics and complex international travel arrangements.

Requirements

• Ideally 5 years of administrative support or related experience
• Advanced knowledge of Microsoft PowerPoint, Word and Excel and Outlook
• Extensive experience managing a senior executive’s calendar using knowledge of organizational and divisional priorities to effectively manage demand for time
• Ability to make independent decisions using sound business judgment to enable effective prioritization of items requiring immediate action, along with any pertinent information to facilitate decision making
• Ability to communicate complex matters in a concise and simplified way
• Very detailed oriented with excellent planning skills
• Strong customer service orientation with a flexible and willing ‘can do’ attitude
• Ability to be diplomatic, tactful and use discretion and confidentiality in all situations with both internal and external partners
• Ability to work with others at all levels and independently while demonstrating initiative
• Possess a high degree of flexibility with ability to cope well under pressure, multitask and turn around urgent requests quickly

Nice To Haves

• Degree in a related field is an asset

Responsibilities

• Extensive calendar management for the Investment Legal Counsel team that includes a high volume of meeting requests of varying complexity with internal and external participants
• Responsible for developing solid working relationships with peers within the organization and functional partners
• Work seamlessly with the departments Executive Assistant to proactively plan and facilitate the teams schedules
• Review and prioritize incoming correspondence (regular mail, email and phone calls) highlighting issues of importance for immediate attention and assembling all pertinent/background information to facilitate decision making
• Proactively identifies inefficiencies and demonstrate creative, technology-based solutions to ensure the team runs smoothly
• Compile and distribute pre-read meeting material; including coordinating the agenda, special guests, delegates and uploading material on to SharePoint, OneDrive, Teams
• Act as point person and develops a good working relationship with other coordinators
• Review and process monthly expense submissions for multiple team members
• Arrange periodic international travel
• Submit and process invoices on the internal FSM system
• Coordinate team events and meetings as necessary
• Other related duties as required

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

What This Job Offers

• Job Type: Full-time
• Career Level: Executive
• Education Level: Associate degree