Executive Assistant

Ontario Pension Board; Toronto; On-site; CAD 72,000 - 88,000; Full time

Job summary

Ontario Pension Board seeks an Executive Assistant to support the Executive Leadership Team, including C-suite, in a dynamic, client-service oriented environment. This permanent full-time role emphasizes proactive independence in a pooled staff model and handling a wide range of admin tasks for senior leaders.

Key responsibilities include calendar management, travel planning, minutes, and cross-team coordination to ensure timely actions and strategic support.

Qualifications

• Expert level administrative experience with a minimum 5+ years in a similar role.
• Superior verbal and written communication skills.
• Experience supporting senior leaders and C-suite in a high-pressure environment.
• Ability to manage confidential information with discretion.

Responsibilities

• Draft, design, edit and process various written materials and manage complex calendars.
• Attend meetings to take minutes and follow up on actions as appropriate.
• Organize and maintain file systems.
• Prepare travel requests and expense reports.
• Coordinate information and materials with internal/external stakeholders within deadlines.
• Coordinate logistical requirements for corporate meetings and events.

Skills

Executive support

Calendar management

Advanced Adobe

MS Office proficiency

Tools

Adobe Acrobat/Adobe Suite

Microsoft Office Suite

Job description

Our Administrative Support Services Branch is looking for an Executive Assistant

Permanent Full-time

About us:

The Ontario Pension Board (OPB) administers the Public Service Pension Plan (the PSPP), a major defined benefit pension plan sponsored by the Government of Ontario. With 100,000 members and $36 billion in assets, the PSPP is one of Canada’s largest pension plans. It is also one of the country’s oldest, successfully delivering the pension promise since the early 1920s. Learn more about OPB.

About the role:

Energized by performing in a dynamic, diverse work environment providing superior service to OPB’s Executive Leadership Team, you excel at handling a wide range of administrative support related tasks while maintaining a client service orientation.

You will join an organization with a pooled executive assistant staffing model and have an exciting opportunity supporting members of the Executive Leadership Team including C-suite executives and other senior leaders within the organization.

Key Responsibilities:

• Work independently and proactively in an environment with evolving and competing priorities.
• Draft, design, edit, process various written material, coordinate schedules, and manage complex calendars, attend meetings to take minutes and follow up on action items as appropriate.
• Organize/maintain file systems.
• Responsible for preparing travel requests and expense reports.
• Conduct research, and act as an intermediary to ensure information and materials are relayed to, and acted upon, by the appropriate parties within prescribed timeframes.
• Coordinate logistical requirements for corporate meetings and events

Key Qualifications:

• Expert level administrative experience with a minimum 5+ years in a similar role,
• Superior verbal and written communication skills.
• Demonstrated practical experience using advanced level Adobe and Microsoft office applications (including Word, Excel, Outlook, and PowerPoint).
• Demonstrated experience using a range of technologies to support hybrid and virtual meetings.
• Demonstrated knowledge of best practices to provide a high level of effective support to senior leaders.
• Ability to adapt quickly and have a professional demeanor, displaying self-confidence, decorum and diplomacy within a high pressure/ever changing environment.
• Ability to develop and sustain strong relationships with internal and external contacts and teams at all levels.
• Effective organization and priority management skills, with a strong commitment to managing confidential/sensitive information.
• Results-focused, self-motivated person who possesses strong analytical skills.
• Aptitude to identify and correct errors/omissions in a variety of documents and can efficiently produce quality materials.

Compensation:

The target hiring salary for this position is $80,000. A candidate’s placement in the range is based on skills, knowledge, experience, and internal equity, with consideration for how the candidate is developing, meets, or exceeds the role’s requirements. This position is eligible to participate in OPB’s Annual Incentive Program, subject to its terms and conditions.

Additional Information:

• This posting is for an existing vacancy.
• This competition is open to all employees of OPB. The competition will remain open until a successful candidate is selected or until the competition is closed.
• No artificial intelligence tools are used to screen, assess, or select applicants for this position.
• The identified final candidate will be required to complete a background screening.
• OPB is committed to providing accommodation for people with disabilities in its recruitment process. Please advise OPB if you require an accommodation, and we will work with you to meet your needs. OPB is committed to fostering a culture of diversity, equity and inclusiveness that reflects the diverse communities we serve. We welcome and encourage applications from those who may contribute to the further diversification of ideas.