Executive Assistant, Infrastructure Investments

OMERS / Oxford Properties Group; Toronto; Hybrid; CAD 75,000 - 105,000; Full time

Benefits offered by this job

Group benefits

Retirement plans

Oxford offer letters

Job summary

OMERS / Oxford Properties Group in Toronto seeks an Executive Assistant to support two Managing Directors and a busy team. You will manage confidential tasks, schedule and coordinate meetings, prepare reports and presentations, and coordinate events across a global organization.

The role requires 2-5 years’ experience supporting executives, outstanding organizational skills, and a client-focused approach. Candidates must handle high-pressure deadlines, travel logistics, and maintain discretion.

Qualifications

• 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.
• Demonstrate superior customer service skills and professionalism when partnering with all levels and external stakeholders.

Responsibilities

• Provide a full range of confidential administrative services for senior leaders ensuring quality service and professionalism at every interaction
• Coordination of meetings incl. 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
• 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

Skills

Executive support

MS Office

MS Teams

SharePoint

Time management

Organizational skills

Customer service

Discretion

Written communication

Education

Post-secondary education

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

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 & Oxford offer letters.

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.

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.

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.

We’re committed to:

We are passionate about inclusion and advocate for I&D across our network of employees, members and partners. We are proud of our commitment to developing a best in class approach to complete wellness for our employees and members. We invest in our people, providing them with opportunities so they can develop and grow.