Executive Administrative Assistant

OPTrust; Toronto; Hybrid; CAD 60,000 - 90,000; Full time

Job summary

OPTrust, a leading organization in pension management, seeks an Executive Administrative Assistant to support the Sustainable Investing and Innovation team. This role involves administrative support, calendar management, and budgeting tasks within a dynamic financial services environment. We're focused on inclusive culture and provide a hybrid work model, professional development opportunities, and comprehensive benefits.

Benefits

Comprehensive health benefits

Flexible, hybrid work model

Professional development opportunities

Competitive vacation package

Qualifications

• Over five years of administrative experience, including support for a senior executive.
• Experience in financial services is an asset.
• Detail-oriented with strong planning skills.

Responsibilities

• Manage calendars and coordinate meetings for the Senior Managing Director.
• Assist in budgeting and invoicing processes.
• Coordinate team culture and team building activities.

Skills

Organizational skills

Communication

Discretion

Education

College or university degree

Tools

Microsoft Office

Concur

Job description

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Department: Sustainable Investing and Innovation (SII), Investment Division

Type: Permanent

Posting Date: May 26, 2025

At OPTrust, paying pensions today, preserving pensions for tomorrow is our mission and business.

When you choose OPTrust, you join a team of smart, talented people who fuel our success and have a passion for pensions. Everyone at OPTrust – in Toronto, London and Sydney – makes a meaningful impact. Our culture is driven by team members with different backgrounds and perspectives creating an inclusive and fulfilling place to work for everyone. We work in a fast-paced environment, but we find time to have fun and give back to the community.

What OPTrust offers you

• Unique culture rooted in our core values – collaboration and teamwork, integrity, respect, flexibility, excellence and continuous improvement.
• A purpose-driven environment where we all work towards the common goal of paying pensions today and preserving pensions for tomorrow.
• Comprehensive benefits focused on your health and wellness, including dental, vision and extended health benefits, as well as membership in our world-class defined benefit pension plan.
• A flexible, hybrid work model.
• A dedicated inclusion, diversity and equity strategy with meaningful opportunities to participate, including our employee-led resource groups.
• Extensive professional development opportunities and learning initiatives including access to LinkedIn Learning, guest speakers, tuition reimbursement, professional association memberships, leadership development programs, a mentorship program, monthly professional development time and more.
• A competitive vacation package with additional work-life balance days.

About the role

The Executive Administrative Assistant will be responsible for providing administrative services to the Investment Division’s Sustainable Investing and Innovation (SII) team, supporting the Senior Managing Director and wider team with scheduling, budget and travel and other planning services. OPTrust’s Sustainable Investing and Innovation team (SII) was established in 2020 and sits within OPTrust’s Investment Division. It has a three-fold mandate: first to lead the organization’s responsible investing (RI) program and continually improve the integration of RI principles across the Investment Division. The second is to oversee the delivery and strategic evolution of OPTrust’s broader Climate Change Strategy, and the third is to manage an investment portfolio that puts capital to work in innovative areas that support OPTrust’s long-term sustainability, starting with investments in climate opportunities. This hybrid role is well-suited to a proactive administrative professional who can communicate well and enjoys supporting the progress of multiple projects concurrently. Reporting into the Senior Managing Director, Sustainable Investing and Innovation, and working closely with all members of the SII team, the successful candidate will perform diverse functions to support the advancement of SII’s priorities across OPTrust and beyond. This role is well-suited for a highly organized individual who enjoys supporting teams working on cross-organizational programs and initiatives, and enjoys working with others to advance several projects concurrently

What you’ll do

Administration and Coordination

• Manage calendar and provide other support services for the Senior Managing Director and team. Handle inquiries as appropriate while maintaining confidentiality and discretion on all matters.
• Coordinate meetings with internal and external contacts, including prospective and existing management and investment partners, consultants, advisors, and committee members and a variety of other parties.
• Serve as the central point of contact for internal and external stakeholders, service providers and other inquiries, including key relationships across OPTrust and other external stakeholders.
• Assist in the preparation and distribution of materials and minutes for various SII-led committees or other meetings. This includes booking meeting rooms, greeting visitors, arranging for food and providing refreshments for meeting participants as required.
• Ensuring project and investment files are accurate and well-maintained.
• Work with the corporate travel to ensure travel arrangements are made for SII team members, including flight arrangements, airport transfers, customs forms, work visas, accommodation etc. Effectively handle any changes in travel plans.

Budgeting and Invoicing

• Coordinate the team’s budget planning and monitoring. Provide forecasts and process expenses. Lead meetings on behalf of the SMD to ensure allocations are in line with operating expenses and annual expectations.
• Pay invoices, ensuring alignment with OPTrust’s procurement and other policies, and support compliance activities as may be required.
• Process expense reports for the Senior Managing Director and other SII team members as may be required (via Concur).
• Support any procurement requirements with new or existing vendors.

Culture and Team Building

• Coordinate social or other functions for the team. Provide recommendations for logistics, distribute event schedules and oversee all the event details as needed.
• Work with OPTrust’s Facilities, IT and People Teams on planning and coordinating the movement of staff (new hires, leaves, etc.) and on and off-boarding to ensure that any technology or access requirements are met.
• Perform other administrative or operational duties as required, including support to other groups within OPTrust, such as vacation coverage.
• Take an active role in contributing to other SII and OPTrust initiatives.

What you bring

• Over five years of administrative experience with at least two years supporting a senior executive and their team in a fast-paced organization.
• Experience in the financial services industry is an asset
• Strong organizational skills with the ability to plan ahead, efficiently manage calendars and multiple projects and prioritize work
• Highly proficient with Microsoft Office (i.e. Word, Excel, PowerPoint)
• Track record of demonstrating initiative and bringing forward ideas that add value to a team
• Basic knowledge of financial software, including Concur for the processing of expenses is an asset
• Demonstrated ability to communicate and interact effectively at all levels of an organization
• Discretion and good judgement required for dealing with sensitive and confidential matters
• Detail-oriented; effectively plans work through defining objectives and anticipating needs and priorities
• Positive attitude with an ability to problem-solve
• College or university degree preferred
• Exemplify OPTrust’s values: collaboration and teamwork, integrity, respect, flexibility, excellence, and continuous improvement.

Please submit your application via Workday by June 9, 2025. By using the link below:

Serving a membership as diverse as ours and investing in a global market means cultivating an environment that embraces inclusion, diversity, and equity in everything we do. OPTrust is an organization engaged in building on our unique and diverse strengths. We know a diversity of backgrounds, cultures, gender identities and perspectives are critical to achieving our shared goals.

If you require accommodation at any time during the recruitment process, please send a message to [e-mail], or discuss your needs with the Talent Acquisition Consultant during the telephone screening. We will do our best to work with you and provide appropriate accommodation.

As an organization we’re seeking ways to respond to the Truth and Reconciliation Commission of Canada’s Call to Action 92. We are working with the Canadian Council for Indigenous Business to build bridges with Indigenous communities and partners, and we have created an employee-led Reconciliation Working Group that will work with Indigenous experts to identify a path to reconciliation for our organization.

We thank all interested applicants, however only those under consideration will be contacted.

Seniority level

• Seniority level

  Associate

Employment type

• Employment type

  Full-time

Job function

• Job function

  Administrative

• Industries

  Financial Services, Pension Funds, and Investment Management

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