Executive Assistant

TTC Pension Plan; Toronto; Hybrid; CAD 55,000 - 75,000; Full time

Job summary

Join TTC Pension Plan as an Executive Assistant supporting the Senior Leadership Team. In this key role, you will manage calendars, coordinate travel, and assist with strategic projects in a hybrid work environment. Candidates should be well-organized and possess strong communication skills, with a focus on confidentiality and relationship-building.

Benefits

Flexible and hybrid work model

Paid time-off & floater days

Comprehensive employer-paid healthcare coverage

Defined benefits pension plan

Maternity/Parental leave top-up program

Employer paid continuous learning and professional development

TTC transportation pass

Qualifications

• Minimum 3 years of experience supporting senior leaders.
• Experience in office administration tasks required.
• Proficiency in coordinating travel and managing complex calendars.

Responsibilities

• Manage daily calendars and organize meetings for senior leadership.
• Coordinate detailed travel arrangements for SLT.
• Draft and manage SLT-level communications and correspondence.

Skills

Organization

Communication

Problem-Solving

Confidentiality

Education

High school diploma or equivalent

Post-secondary education in relevant field

Tools

Microsoft Office Suite

Job description

Position Title: Executive Assistant to Senior Leadership Team (SLT)

Reports To: Chief Investment Officer

Employee Status: Permanent Full-time

Work Hours: 35 hours

Location: Toronto, Ontario / Hybrid (2 Bloor St. E.)

Why join the TTC Pension Plan (TTCPP)

We care about the employees who work at TTCPP and the excellent services they provide to our members! As a member of the team, you play a critical role in the success of TTCPP by working together as we live out our values, we can meet our vision and our mission!

TTCPP is a defined benefit pension plan established in 1940 for employees of the Toronto Transit Commission, the Amalgamated Transit Union Local 113, and TTCPP. For more than 80 years, we have been providing a secure retirement income for our members. The Plan is fully funded and strong with more than 27,000 members and $9.0 billion in net assets.

• Our VISION is clear: To always be there for our members–today and for a lifetime.
• Our MISSION: Providing a financially secure retirement for our members by delivering a pension for life at a reasonable cost. Supporting our members with responsiveness, open communication and hands-on service, now and throughout their retirement.
• Our VALUES: Sustainability, Accountability, Communication, Knowledge, and Professionalism

Learn more about who we are!

Position Summary

We are excited to announce a new opportunity for an Executive Assistant to join our team, supporting 5 senior leaders. This role reports directly to the Chief Investment Officer (CIO) and provides efficient and effective executive support to all members of the TTCPP Senior Leadership Team (SLT).

You'll manage daily calendars, organize dynamic meetings, coordinate travel plans, and assist with the administrative execution of strategic projects. Additionally, you'll serve as a reliable backup for the Senior Executive Assistant.

We're looking for a proactive individual with exceptional relationship-building skills, a knack for confidentiality, stellar organizational abilities, and a sharp eye for detail. If you're ready to make a significant impact and thrive in a supportive environment, we want to hear from you!

What will I do?

Responsibilities include, but are not limited to, the following:

• Providing warm and helpful administrative support to SLT members, such as managing calendars, coordinating meetings, and planning logistics with care.
• Welcoming and graciously directing visitors, ensuring they have a positive first impression of our organization.
• Skillfully coordinating detailed travel arrangements for SLT and the Investment team, including booking flights, securing accommodations, arranging ground transportation, preparing itineraries, and tracking budgets.
• Carefully reconciling and submitting precise monthly expense reports for SLT and Investment team members.
• Assisting in drafting, proofreading, and managing SLT-level communications, presentations, reports, and correspondence.
• Supporting the seamless administrative execution of internal projects and events, providing regular updates on progress and identifying any potential risks or obstacles to the CIO.
• Supporting TTCPP and the Sr. Executive Assistant as a backup liaison between TTC IT and TTCPP IT’s needs (e.g., handling requests, coordination, and communications), assisting with requests, issue resolution, and all office administrative tasks.
• Helping to plan, organize, and execute enjoyable company events.
• Assisting the Sr. Executive Assistant with smooth office operations by helping procure supplies and equipment for both in-office and remote staff, ensuring everyone's productivity needs are met.
• Responsibly receiving, sorting, and distributing mail while maintaining the cleanliness and organization of shared office areas, including the kitchenette.
• Thoughtfully organizing and preparing agendas for department meetings, taking minutes, and following up on action items to ensure timely completion.
• Carrying out other administrative duties and special projects as assigned to support the SLT and Executive Office with enthusiasm.

What will help me be successful?

Skills & Qualifications

• A high-school diploma, post-secondary education, or equivalent work experience as an executive or administrative assistant is required.
• At least 3 years of experience as an executive assistant, administrative assistant, or in a similar support role for senior leaders in an organization.
• Familiarity with general office administration tasks, such as ordering supplies, maintaining a tidy office environment, and coordinating with property management for repairs and services.
• Experience in managing complex calendars, arranging travel, handling multiple priorities effectively, and collaborating with various stakeholders to support communications and ensure smooth project and task completion.
• Excellent customer service skills, both in-person and through verbal and written communication.
• Hands-on experience in planning meetings and events, including coordinating logistics like ordering food and setting up meeting spaces.
• Proficiency in Microsoft Office Suite (including Outlook, Excel, Word, PowerPoint, and Teams) or similar office tools.

Key Success Attributes

• Highly organized with excellent communication skills (both written and verbal).
• Strong attention to detail, to provide clear and concise communication to executives, team members, and external stakeholders.
• Demonstrated critical thinking, analytical mindset, financial skills, record-keeping, and problem-solving skills.
• Professionalism, integrity, and ability to act with discretion to maintain confidentiality.
• Ability to work well under pressure and meet deadlines, without compromising quality or accuracy.
• Ability to identify problems, ask questions, and escalate where necessary.
• Works well independently and in a team environment.

What do you offer?

• Exciting and challenging work
• Defined benefits pension plan
• Flexible and hybrid work model that supports collaboration and work-life balance
• TTC transportation pass
• Paid time-off & floater days
• Maternity/Parental leave top-up program
• Comprehensive employer-paid extended healthcare coverage and dental benefits, including: fertility treatments, mental health support, and gender affirmation coverage
• Employer paid continuous learning, professional development and networking opportunities

We are committed

TTCPP is an equal opportunity employer, committed to the principles of the Accessibility for Ontarians with Disabilities Act (AODA). We will provide an accessible experience for applicants, members, guests, and TTCPP employees. We are committed to providing an inclusive and barrier-free work environment.

We are committed to fostering diversity, equity and inclusion in our workplace. We will learn, evolve and collaborate with our community to create a culture of empathy and belonging, while respecting and celebrating the unique differences that unite us.

If you require accommodations at any stage of the hiring process, please confidentially contact [e-mail]. All information received in relation to your accommodation will be confidential.

How to apply

Candidates must be legally entitled to work in Canada. Any offer of employment made will be conditional upon a credit check, criminal record check and reference check.

We welcome and encourage all qualified applicants to apply. We thank all applicants interested in this opportunity; however, we will contact those selected for various stages in the hiring process.