Executive Assistant

sunlife; Montreal (administrative region); On-site; CAD 45,000 - 65,000; Full time

Job summary

Sun Life in Montreal seeks an Executive Administrative Assistant to support the AVP, Group Disability and the Montreal Group Disability team. You will manage calendars, prepare letters and reports, and coordinate travel while ensuring confidentiality and professionalism.

The role requires strong organizational and communication skills, with bilingual capabilities to support French and English-speaking staff across Quebec and Ontario.

Qualifications

• University degree or relevant experience preferred.
• Bilingual in French and English required for daily support across Quebec and Ontario.
• Strong organizational skills with high attention to detail and confidentiality.

Responsibilities

• Manage AVP's calendar, emails and correspondence with discretion.
• Coordinate meetings, travel and document preparation for the team.
• Prepare letters, memos, presentations and reports.
• Support budget, reimbursements and PMO processes for projects.

Skills

Organization skills

Attention to detail

Communication skills

Bilingual (French & English)

Education

University degree or equivalent experience

Tools

MS Office

Job description

You are as unique as your background, experience and point of view. Here, you'll be encouraged, empowered and challenged to be your best self. You'll work with dynamic colleagues - experts in their fields - who are eager to share their knowledge with you. Your leaders will inspire and help you reach your potential and soar to new heights. Every day, you'll have new and exciting opportunities to make life brighter for our Clients - who are at the heart of everything we do.

At Sun Life, we're driven by our Purpose: helping our Clients achieve lifetime financial security and live healthier lives. Our values shape how we work: caring, authentic, bold, inspiring, and impactful.

When you join Sun Life, you'll work with passionate colleagues and empowering leaders who support your growth and celebrate your contributions, so you can make a meaningful difference in our Clients' lives.

Discover how you can make a difference in the lives of individuals, families and communities around the world.

Job Description:

Reporting to the AVP, Group Disability Quebec & Eastern Ontario , the Executive Administrative Assistant, is a member of the Group Life and Disability team. This role provides administrative support to the AVP, Group Disability as well as some administrative support to the full Montreal Group Disability team and the Eastern Ontario Disability Leadership Team. The successful candidate will be a self-confident, creative, innovative thinker with superior organization skills and the ability to handle a variety of responsibilities. This role requires someone who is disciplined, extremely well organized, a highly effective communicator, able to manage conflicting demands and demonstrates a high regard for confidentiality.

Key accountabilities of the role include:

• Monitor AVP's E-mail and incoming mail, checking deadlines, prioritizing and handling as many items as possible on behalf of the AVP
• Arrange and coordinate AVP's and team appointments and meetings, while managing the conflicting demands and changes to schedules
• Ensures the appropriate people are involved in decision making and problem solving of issues when the AVP is absent
• Supports the collaborative efforts on projects and regular operations for the Eastern Ontario Disability Leadership Team
• Coordinates various business functions, sometimes at off-site locations
• Prepares letters, memos, presentations and reports
• Coordinates travel arrangements and accompanying material for AVP and for new staff as required for training
• Provides filing and the necessary record keeping to maintain team operations
• Manages the administrative budget work for AVP's and Directors' cost centers (expense reimbursements, cheque requests and budget management)
• Manages all Project Management Office (PMO) type processes for projects in which the AVP is involved
• Prepares and manages FTE and forecasting reports
• Order office supplies
• Prepare cheque requisitions
• Answer and direct telephone calls
• Arrange visitor notices and greet visitors
• Co-ordinate moves in the department
• Assist Montreal Group Disability team with general office and administrative support under direction of the Director Montreal Group Disability and his managers, as well as the AVP
• May perform other related activities as required

Competencies:

• Superior organization skills
• Pays very close attention to detail
• Operates in a professional and confidential manner
• Proven quality of work with minimal errorsRepresents the best interests of the AVP in demeanour and action
• Demonstrates excellent client service and client relationship skills
• Excellent communication skills, both verbal and written
• Ability to work in a fast-paced environment with conflicting demands
• Ability to effectively manage time
• Ability to prioritize work with minimal direction
• Ability to effectively interact with senior management and collaborate with their administrative assistants
• Strong issue resolution skills
• Team player
• Bilingualism (French, English, both oral and written) is required as the position includes managing French and English-speaking staff (Quebec and outside Quebec) and providing daily support to the team.

Assets:

• University degree preferred or other relevant experience

The Base Pay range is for the primary location for which the job is posted. It may vary depending on the work location of the successful candidate or other factors. In addition to Base Pay, eligible Sun Life employees participate in various incentive plans, payment under which is discretionary and subject to individual and company performance. Certain sales focused roles have sales incentive plans based on individual or group sales results.

Diversity and inclusion have always been at the core of our values at Sun Life. A diverse workforce with wide perspectives and creative ideas benefits our Clients, the communities where we operate and all of us as colleagues. We welcome applications from qualified individuals from all backgrounds.

Persons with disabilities who need