Senior Executive Assistant

Ontario Teachers' Pension Plan•Toronto, ON

9d•CA$75,000 - CA$120,000•Hybrid

About The Position

Reporting to the Director, Technology Planning and Operations, this position provides proactive administrative support to senior leaders in the Technology division. This position will function with minimal supervision and will utilize a high degree of independence, tact, initiative, discretion and judgment. This position will be accountable for coordinating the overall administrative support for the department. You’ll work closely with senior leaders across the Technology division, providing proactive administrative support and helping to ensure the smooth operation of day-to-day activities. In this highly visible role, you’ll collaborate with team members across Technology, People & Culture, Finance, and other business areas, while regularly interacting with internal and external stakeholders. As a trusted partner to Technology leadership, you’ll play a key role in coordinating activities, managing priorities, supporting departmental initiatives, and helping leaders operate effectively in a fast-paced, dynamic environment.

Requirements

A minimum of 10 years of administrative assistance support
Excellent MS Office Skills: Word, Excel and PowerPoint
Ability to maintain discretion and confidentiality at all times 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
Ability to be diplomatic, tactful and use discretion in all situations with all levels of business partners
Proven ability to work independently on multiple tasks while demonstrating initiative
Demonstrated good judgment and creative analytical skills
Experience in managing a senior executive’s calendar using knowledge of organizational and divisional priorities to effectively manage demand for time
Excellent time-management, interpersonal skills and ability to handle multiple tasks in a dynamic environment
Willingness to provide support outside of regular business hours when necessary

Nice To Haves

Experience in an HR administrative capacity is an asset

Responsibilities

Develop, edit, and finalize executive presentations for committees and meetings
Take meeting minutes
Extensive calendar management for the senior leaders
Prepare meeting materials and coordinate agendas
Manage leaders’ travel arrangements
Prepare and monitor budgets for the leaders’ cost centers
Prepare monthly expense reports
Process and record invoices
Review and prioritize incoming correspondence for the senior leaders
Draft senior leaders’ correspondence, as required
Plan and coordinate offsite meetings and team events
Arrange for catering for meetings and events
Greet visitors and answer general inquiries
Represent the senior leaders’ office with a high degree of efficiency and assistance to other internal or external senior leaders and executives.
May be required to support the divisional budget process.

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
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.