Executive Assistant, Infrastructure Investments

OMERS; Toronto; On-site; CAD 75,000 - 105,000; Full time

Job summary

OMERS in Toronto is seeking an exceptional Executive Assistant to support two Managing Directors and the team in our downtown office. You will deliver confidential administrative services, manage calendars, coordinate meetings and travel, and help prepare reports and presentations with discretion and professionalism.

You will build strong relationships across the organization, handle events and meetings, and adapt to changing priorities while maintaining high standards of service and accuracy.

Qualifications

• 2-5 years’ experience supporting executives in a large, international organization.
• Excellent computer literacy and MS Office Suite; proficiency with MS Teams and SharePoint.
• Ability to work under pressure and meet tight deadlines while maintaining detail.
• Strong customer service, professionalism and stakeholder collaboration.
• Strong time management and multi-tasking in a fast-paced environment.
• Attention to detail in business documents and presentations.
• Discretion handling confidential materials.
• Strong interpersonal, verbal and written communication.
• Flexible to accommodate extra hours and short-notice requests.

Responsibilities

• Provide confidential administrative services for senior leaders.
• Coordinate meetings: scheduling, agendas, minutes, actions.
• Plan events such as town halls, leadership meetings, offsites.
• Prepare reports and presentations on sensitive matters.
• Suggest process improvements to increase efficiency.
• Manage calendars for multiple leaders with conflicting priorities.
• Prioritize workload and align with stakeholders.
• Build strong relationships across the organization.
• Coordinate domestic and international travel arrangements.
• Arrange onsite/offsite meetings and logistics.
• Handle general office duties like catering, mail, greeting guests.

Skills

Executive support

MS Office

MS Teams

SharePoint

Time management

Communication

Discretion

Travel coordination

Calendar management

Event coordination

Education

Post-secondary education

Tools

SharePoint

MS Teams

Job description

Choose a workplace that empowers your impact. Join a global workplace where employees thrive. One that embraces diversity of thought, expertise and experience. A place where you can personalize your employee journey to be — and deliver — your best.

We are a purpose-driven, dynamic and sustainable pension plan. An industry leading global investor with teams in Toronto to London, New York, Singapore, Sydney and other major cities across North America and Europe. We embody the values of our 665,000 members, placing their best interests at the heart of everything we do.

Join us to accelerate your growth & development, prioritize wellness, build connections, and support the communities where we live and work.

Don’t just work anywhere — come build tomorrow together with us.

We are looking for an exceptional Executive Assistant to support two Managing Directors and the team based in our downtown Toronto office. Your positive attitude and superior customer service, organizational, project management and problem-solving skills will be key to your success in this role.

You Will Be Responsible For

• Provide a full range of confidential administrative services for senior leaders ensuring quality service and professionalism at every interaction
• Coordination of meetings as directed which includes scheduling, preparing agendas, taking minutes and documenting action.
• Preparation and coordination of events such as all-team Town Halls, Leadership team meetings, offsites and other department-wide meetings
• Prepare reports, presentations, communications, and documents relating to matters of sensitive nature on behalf of the leader by identifying required information, conducting research and utilizing appropriate sources as required
• Proactively recommend enhancements to processes and issues to increase efficiencies and share best practices
• Manage, coordinate, and maintain a complex calendar with conflicting priorities for several leaders. Proactively identify conflicts and work with leader to resolve conflicts.
• Prioritizes and organizes workload of the leaders to ensure items that are critical to the business and to key stakeholders are on the agenda
• Build strong relationships across the organization, including partnering with internal and external stakeholders and executive assistants.
• Prioritize conflicting needs, troubleshoot, handle matters expeditiously, proactively and follow-through on projects
• Execute and assist with projects and special assignments by establishing objectives, determining priorities, managing time, monitoring progress, problem-solving and adjusting plans as required
• Administration of confidential files and presentations
• Managing expense process
• Perform diverse range of tasks that involve a range of complexity with autonomy and discretion to make decisions within well-defined parameters
• Be an effective teammate and flexible in adjusting to changing work priorities
• Participate fully as a member of the team and contribute to a positive and inclusive work environment
• Coordinate extensive and sometimes complex domestic and international travel arrangements, hotels and itineraries, including troubleshooting outside of normal business hours
• Plan and coordinate for onsite and offsite meetings, meeting rooms, special functions and events including logistics such as location, meals, technology, communication, materials and RSVP’s.
• General office duties may include ordering catering, mail distribution, greeting guests, etc.

Required Skills

• 2-5 years’ experience supporting executives and their team in a large, complex, international organization
• Excellent computer literacy, MS Office Suite experience and digital tools experience including MS Teams, SharePoint etc.
• Works extremely well under pressure with the ability to meet tight deadlines while maintaining attention to detail
• Demonstrate superior customer service skills and professionalism when partnering with all levels and external stakeholders.
• Demonstrated strength in time management and organizational skills with the ability to multi-task in a fast paced and demanding environment and work independently with minimal direction.
• Detail oriented when writing and editing business documents, communications and presentations
• Proactively resolve any issues in a professional and calm manner.
• Exercises high levels of discretion and judgment to deal with sensitive and confidential materials and matters
• Possesses exceptional interpersonal, influential, verbal and written communication skills
• Resiliency, resourceful and flexible in adapting to changes to the leader’s accountabilities, projects, and priorities and able to devise contingency plans as needed
• Thrive in dynamic organizations that constantly evolve and adapt
• Have flexibility to work extra hours on occasion and sometimes on short notice

Preferred Skills

• A post-secondary education (college or university)
• Drive to achieve results and continuously strive to deliver the highest performance through creative thinking
• Demonstrate the ability to be a proactive and independent thinker to make judgement calls

This posting is for an existing vacancy.

The expected salary range for this position is $75,000-105,000 per year.

You may also be eligible to receive an annual Incentive Award pursuant to our Short-term Incentive plan and our Long-Term Incentive plan (if applicable), and to participate in our group benefits and retirement plans – details on these elements of compensation are included within OMERS & Oxford offer letters.

As one of Canada’s largest defined benefit pension plans, our people-first culture is at its best when our workforce reflects the communities where we live and work — and the members we proudly serve.

From hire to retire, we are an equal opportunity employer committed to an inclusive, barrier-free recruitment and selection process that extends all the way through your employee experience. This sense of belonging and connection is cultivated up, down and across our global organization thanks to our vast network of Employee Resource Groups with executive leader sponsorship, our Purpose@Work committee and employee recognition programs.

Artificial intelligence (AI) tools are used to support certain stages of the OMERS recruitment process. While AI assists us in our process, human judgment and decision-making remain central to our candidate experience.