Executive Assistant

The Opportunity 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. Who You'll Work With In this position you will work alongside an Executive Assistant and represent the department and interact with internal and external business partners at all levels including administrative departments across the organization. What You'll Do 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 What you'll need Ideally 5 years of administrative support or related experience Advanced knowledge of Microsoft PowerPoint, Word and Excel and Outlook, along with proficiency in leveraging AI tools Degree in a related field is an asset 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 #LI-OTPP, #LI-PA1, #LI-Hybrid What we're offering Pay-for-performance with base salary and annual incentive based on individual and enterprise performance. The Base Salary range for this level is as follows: $60,000 - $95,000. Individual compensation and placement of this role in the range is based on different factors unique to each candidate, including but not limited to relevant experience, skills, demonstrated competencies, and internal equity as they relate to the role. 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. To learn more about our commitment to Diversity, Equity and Inclusion, check out Life at Teachers'. How to apply Are you ready to pursue new challenges and take your career to the next level? Apply today! You may be invited to complete a pre-recorded digital interview as part of your application. Accommodations are available upon request (peopleandculture@otpp.com) for candidates with a disability taking part in the recruitment process and once hired. Candidates must be legally entitled to work in the country where this role is located. Ontario Teachers' may use AI-based tools to assist in screening and assessing applicants for this position. These tools may help us identify candidates whose skills and experience align with Ontario Teachers' objectives by analyzing information provided in resumes and applications. Our use of AI does not replace human decision-making. To learn more about how Teachers' uses AI with your personal information, please visit our Privacy Centre. Functional Areas: Administration Vacancy: Current Requisition ID: 7019 #LI-PA1 At Ontario Teachers, we know that our Talent are our greatest strength – every innovation, every idea and every win has been powered by our people. We offer a work experience that inspires, encourages talent development, celebrates diversity and rewards superior performance. The best and brightest not only come here – they stay. Help us continue to deliver outstanding service and retirement security to our members and be the world's leading pension plan. Apply today! Your Talent. Your Experience. Our Future. www.otpp.com/careers