Executive Administrative Assistant

OP Trust; Toronto; Hybrid; CAD 55,000 - 75,000; Full time

Job summary

A leading company in the financial sector is seeking an Executive Administrative Assistant to support its Private Markets Group. The successful candidate will coordinate meetings, manage schedules, and assist senior staff in a dynamic, hybrid work environment. This role requires strong organizational skills and a proactive approach, ideal for someone looking to contribute to a collaborative team focused on impactful work.

Benefits

Flexible hybrid work model

Membership in defined benefit pension plan

Professional development resources

Comprehensive health and wellness benefits

Parental and adoption leave options

Competitive vacation days

Qualifications

• 4+ years of administrative experience, preferably in financial services.
• Strong organizational and multitasking abilities.
• Proficiency in Microsoft Office and Adobe.

Responsibilities

• Coordinate meetings, manage calendars, and support senior staff.
• Organize travel arrangements and handle logistics.
• Prepare reports and manage communications.

Skills

Organizational skills

Multitasking

Communication

Discretion

Problem-solving

Education

College or university degree

Tools

Microsoft Office

Adobe

CRM systems

Job description

Department : Private Markets Group – Investment Division

Type : Permanent

Location : Toronto, ON

Posting Date : August 28, 2024

About OPTrust

At OPTrust, our mission and business are centered around providing a secure pension for our members. When you join OPTrust, you become part of a team of talented professionals who value collaboration, integrity, and respect. Our environment is dynamic and inclusive, with teams across London, Toronto, and Sydney, all committed to making a meaningful impact while maintaining a work-life balance and community involvement.

What OPTrust Offers You

• Core values of collaboration, integrity, respect, flexibility, and excellence.
• Commitment to inclusion, diversity, and equity with opportunities to participate.
• Flexible hybrid work model.
• Membership in our defined benefit pension plan.
• Opportunities to contribute to climate change and responsible investing initiatives.
• Professional development resources including LinkedIn Learning, speaker series, tuition reimbursement, and memberships.
• Comprehensive health and wellness benefits.
• Parental and adoption leave options.
• Competitive vacation and work-life balance days.

About the Role

The Executive Administrative Assistant will support the Private Markets Group, assisting senior staff including Senior Managing Directors, Managing Directors, Directors, and Principals. The role involves coordinating meetings, managing schedules, liaising with stakeholders, and supporting various projects. It offers a hybrid work schedule, averaging three days in the office per week.

Key Responsibilities

• Manage incoming calls and maintain confidentiality.
• Coordinate meetings, including Board meetings, and prepare materials.
• Attend meetings, take minutes, and assist with logistics.
• Manage calendars and support senior staff with administrative tasks.
• Enter data into CRM systems and prepare reports.
• Organize travel arrangements and handle related changes.
• Distribute communications and support team updates.
• Coordinate expense reports and invoice processing.
• Plan team events and liaise with external vendors.
• Coordinate office logistics with Facilities, Digital, and People Teams.
• Manage mail and deliveries.
• Perform additional operational duties as needed.

Qualifications

• At least 4 years of administrative experience, preferably in financial services.
• College or university degree preferred.
• Strong organizational skills and multitasking ability.
• Proficiency in Microsoft Office and Adobe; experience with CRM systems is a plus.
• Initiative, discretion, and excellent communication skills.
• Detail-oriented with good judgment and problem-solving skills.

Please submit your application via Workday by September 11, 2024. We thank all applicants; only those under consideration will be contacted.