Executive Administrative Assistant

OPSEU Pension Trust Fund; Toronto; Hybrid; CAD 50,000 - 70,000; Full time

Job summary

OPTrust is looking for an Executive Administrative Assistant to support the Strategy Communications & Stakeholder Relations team. The role involves managing the Vice President's calendar, organizing meetings, and providing administrative support in a dynamic, purpose-driven environment. Benefits include a flexible hybrid work model and a comprehensive benefits package after six months of employment.

Benefits

Flexible hybrid work model

Benefits package after six months

Optional membership in a defined benefit pension plan

Qualifications

• 4-5 years experience as an administrative assistant in a high-performance organization.
• At least two years at a senior level.
• Experience in the financial services industry is an asset.

Responsibilities

• Manage the Vice President's agenda and calendar.
• Organize and coordinate meetings.
• Process expense submissions and invoices.

Skills

Time Management

Microsoft Office

Organizational skills

Microsoft Outlook

Microsoft Word

Microsoft PowerPoint

Microsoft Excel

Administrative Experience

Education

Post secondary education in business administration

Job description

Department : Strategy Communications & Stakeholder Relations

Type : Contract 6 months

Posting Date : May 21st 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 fastpaced 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 purposedriven environment where we all work towards the common goal of paying pensions today and preserving pensions for tomorrow.

A flexible hybrid work model.

Benefits package after six months of consecutive employment.

Optional membership in our worldclass defined benefit pension plan.

A dedicated inclusion diversity and equity strategy with meaningful opportunities to participate including our employeeled resource groups.

About the role

Reporting to the Vice President Strategy Communications and Stakeholder Relations (SCSR) this role provides administrative support to the SCSR management team and other team members as needed.

What youll do

Provides administrative services :

Manages the Vice Presidents agenda / calendar and ensures all necessary information and reference material is available to them;

Schedules meetings based on knowledge of the commitments of the Vice President making changes as necessary and notifying concerned parties

Organizes meetings on behalf of the management team with internal staff and / or with external contacts

Coordinates arrangements for meetings such as booking meeting rooms food service special equipment; preparing and distributing related background material as appropriate

Make travel arrangements for the management team as required

Processes expense submissions and invoices for the Vice President and management team via Concur or manually monitoring the budget on an ongoing basis to ensure expenditures are within established amounts

Maintains tracking and bring forward systems to track correspondence briefing material appointments presentations engagements and reports; advising the Vice President of matters requiring attention

Using Microsoft Office applications produce correspondence presentations and reports ensuring adherence to established format and style

Proofreads all material to ensure correct format and content and accurate grammar spelling and syntax;

Assists in the compilation of material for reports or budgets

Attends meetings as required to record minutes or notes ensuring that all required materials are available

Maintains uptodate computerized and manual filing systems for the Vice President ensuring the security of the files maintaining summary lists and ensuring easy accurate retrieval of information

Performs related duties :

Supports the division in the organization and execution of internal events such as town hall meetings

Research and gather information as required to support the activities of the division

Provides back up for other Executive Administrative Assistants

Ensures clear understanding of and adherence to OPTrusts policies procedures and guidelines as well as living our values and fostering an inclusive culture.

Performs other duties as assigned

What you bring

Post secondary education in business administration or a related field

45 years experience as an administrative assistant in a highperformance organisation with at least two years at a senior level. Experience in the financial services industry is an asset.

Highly proficient with Microsoft Office applications

Detailoriented; effective plans work through defining objectives and anticipating needs and priorities

Excellent oral communication skills to liaise with contacts and respond to inquiries as needed

Excellent organizational skills for handling several items at once and for event planning

Written communication skills to compose a variety of correspondence and ensure accuracy of material

Demonstrated high degrees of tact diplomacy and discretion

An excellent gatekeeper and effective administrator who professionally interacts with all levels of internal and external stakeholders

Knowledge of office procedures to establish and maintain effective recordkeeping and filing systems and office practices.

Knowledge of operation and capabilities of computer equipment as well as of database and spreadsheet software to maintain information and produce reports.

Ability to interface with all levels of staff Board of Trustees Plan Sponsors and other stakeholders

Exemplify OPTrusts values : collaboration and teamwork integrity respect flexibility excellence and continuous improvement

Please submit your application via Workday by June 4th 2025.

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 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 were seeking ways to respond to the Truth and Reconciliation Commission of Canadas 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 employeeled 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.

Key Skills

Time Management,Microsoft Office,Organizational skills,Microsoft Outlook,Microsoft Word,QuickBooks,Office Experience,Personal Assistant Experience,Microsoft Powerpoint,Microsoft Excel,Administrative Experience,Microsoft Outlook Calendar

Employment Type : Full-Time

Experience : years

Vacancy : 1

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