Executive Administrative Assistant

OP Trust; Toronto; Hybrid; CAD 50,000 - 70,000; Full time

Job summary

A prominent pension fund, OP Trust, seeks an Administrative Assistant to join its Strategy, Communications, and Stakeholder Relations team. This contract role involves supporting the Vice President with administrative tasks, scheduling, and organizing meetings. The ideal candidate will have a strong background in administration, excellent communication skills, and be detail-oriented.

Benefits

Flexible hybrid work model

Comprehensive benefits package after six months

Optional membership in defined benefit pension plan

Qualifications

• 4-5 years’ experience as an administrative assistant in a high-performance organisation.
• Experience in financial services is an asset.
• Ability to handle multiple tasks and events.

Responsibilities

• Manage Vice President’s calendar and schedule meetings.
• Coordinate arrangements for meetings and travel.
• Produce correspondence and maintain filing systems.

Skills

Communication

Organization

Detail-oriented

Diplomacy

Education

Post secondary education in business, administration or related field

Tools

Microsoft Office

Job description

Department : Strategy, Communications & Stakeholder Relations

Type : Contract - 6 months

At OPTrust, 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.

A flexible, hybrid work model.

Benefits package after six months of consecutive employment.

Optional membership in our world-class defined benefit pension plan.

A dedicated inclusion, diversity and equity strategy with meaningful opportunities to participate, including our employee-led 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 you’ll do

Provides administrative services :

Manages the Vice President’s 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 on-going 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 up-to-date 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 OPTrust’s 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

4-5 years’ experience as an administrative assistant in a high-performance 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

Detail-oriented; 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 record-keeping 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 OPTrust’s values : collaboration and teamwork, integrity, respect, flexibility, excellence, and continuous improvement

Please submit your application via Workday by June 24th, 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.

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.