Executive Assistant

Socket.dev; Toronto; On-site; CAD 74,000 - 86,000; Full time

Benefits offered by this job

Hybrid work model

Benefits after 6 months

Pension plan

Inclusion & diversity

Job summary

OPTrust is seeking an Executive Administrative Assistant to support the PATH Program, providing senior-level admin services to executives and staff within a multi-year pension administration transformation. The role emphasizes coordination, communications, and maintaining confidentiality in a fast-paced environment.

Responsibilities include coordinating meetings, managing calendars, travel arrangements, event planning, and supporting VP and PATH team with documents, presentations, and budgets.

Qualifications

• 4 years of administrative experience with at least 2 years at a senior executive level
• Experience with Concur and Workday for expenses and HR processes
• Strong organizational skills and ability to multi-task in a fast-paced environment
• Proficiency in Microsoft Office and Adobe applications
• Discretion and good judgement for confidential matters
• Ability to work in a team or independently with minimal supervision

Responsibilities

• Coordinate meetings, including Board and Committee meetings, with sponsors, vendors, consultants, and advisors, and prepare materials
• Plan and coordinate PATH program meetings, schedule, prepare minutes, and manage travel arrangements
• Manage VP and PATH team calendars and provide support services
• Coordinate team events and logistics, including external vendors as needed
• Coordinate movement of staff with Facilities, IT, Security, and People teams
• Reconcile expenses and process invoices for VP and management via Concur
• Research information, assist with special projects, and perform other duties as required

Skills

Executive support

Calendar management

Travel coordination

MS Office

Discretion & confidentiality

Multi-tasking

Prioritization

Communication

Education

College or university degree

Tools

Concur

Workday

Job description

Executive Assistant

Type: 12 Month Contract

Location: Toronto (Hybrid)

Posting Date: August 5, 2026

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 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

The Executive Administrative Assistant (EA) will be responsible for providing senior-level administrative services to the PATH Program, which is a multi-year and multi-million-dollar pension administration transformation at OPTrust. This role will support executives and staff, including the Vice President of Pension Administration Transformation (VP), Directors, Managers and bargaining unit employees within the PATH Program.

What you’ll do

1. Coordination

• Coordinate meetings, including Board and Committee meetings, with internal and external contacts including sponsors, vendors, consultants, and advisors, and assist in the preparation of materials.

• Planning and coordination of periodic meetings relating to PATH, including scheduling of meetings, timely preparation and distribution of meeting materials, preparation of detailed meeting notes and minutes, and carrying out other arrangements, as required.

• Manage calendars and provide other support services, as necessary, for the VP and the PATH team.

• Assist the corporate travel team as they manage travel arrangements for the PATH Program.

• Plan and coordinate team building, social, and other events for the team. This will require working with outside parties when the event is external. Provide recommendations for logistics, distribute event schedules and oversee all other event details as needed.

• Work with Facilities, Information Technology Operations & Security and People Teams on planning and coordinating movement of staff, new hires, leaves and offboarding to ensure that any technology or access requirements are met.

• Reconciliation of expenses, accounting entries, and assist in the processing of all invoices and expenses for the VP and management team via Concur.

• Researching information, assisting with special projects and performing other duties, as required.

2. Communication

• Handle inquiries, as appropriate, while maintaining confidentiality and discretion on all matters.

• Work with the VP and management on the team to draft, edit, and proofread documents and presentation material ahead of meetings. This will include reporting documents, stakeholder communications and budgets; ensuring adherence to established brand and internal standards.

• Proactively assist in the preparation of routine correspondence.

• Keep the PATH team informed of new developments within the team and throughout the organization, through team updates etc. and maintain a pulse on the team to see where there may be room to provide additional support.

• Liaise with other EAs at OPTrust keeping them informed of any relevant program and/or corporate updates.

3. Other Duties

• Performs other duties as assigned.

• Ensure clear understanding and adherence of all OPTrust’s policies, procedures, guidelines as well as living our values and fostering an inclusive culture.

What you bring

• 4 years of administrative experience with at least 2 years at a senior executive level in a fast-paced organization. Experience in the financial services industry is an asset.

• College or university degree preferred.

• Experienced and comfortable using software and platforms such as Concur’s expense reporting module and Workday.

• Strong organizational skills and ability to efficiently multi-task and prioritize work.

• Highly proficient with Microsoft Office (i.e., Word, Excel, PowerPoint), and Adobe applications.

• Takes initiative by bringing forward ideas that add value to the team.

• Excellent written communication skills to compose a variety of correspondence and ensure accuracy of material.

• Demonstrated ability to communicate and interact effectively at all levels of the organization.

• Detail-oriented; effectively plans work through defining objectives and anticipating needs and priorities.

• Ability to work effectively as part of a team or independently with minimal supervision.

• Discretion and good judgement required for dealing with sensitive and confidential matters.

• Exemplify OPTrust’s values: collaboration and teamwork, integrity, respect, flexibility, excellence, and continuous improvement.

This posting is for an existing vacancy.

The range of expected compensation for this position is $73,792.00 to $85,720.00 per year.

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 [e-mail], 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 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.