Executive Assistant, Private Capital

OMERS; Toronto; On-site; CAD 60,000 - 100,000; Full time

Job summary

Join a dynamic and sustainable pension plan as an Executive Assistant in Toronto. This role empowers you to support senior leaders and manage complex administrative tasks in a fast-paced environment. You'll coordinate meetings, manage travel, and ensure the smooth operation of daily functions. With a focus on professionalism and quality service, you'll thrive in a collaborative atmosphere that values diversity and community engagement. If you're detail-oriented, adaptable, and ready to make an impact, this is the perfect opportunity for you to grow your career while contributing to a people-first culture.

Qualifications

• 5+ years supporting senior leaders in a complex organization.
• Excellent computer literacy and customer service skills.

Responsibilities

• Manage complex calendars and coordinate meetings and travel.
• Provide administrative support for legal documents and vendor contracts.

Skills

Administrative Support

Time Management

Customer Service

Communication Skills

Problem-Solving

Education

Post-secondary education

Tools

MS Office Suite

MS Teams

SharePoint

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 600,000+ 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.

Know someone at OMERS or Oxford Properties? Great! If you're referred, have them submit your name through Workday first. Then, watch for a unique link in your email to apply.

OMERS Private Capital is hiring an Executive Assistant located in our Toronto office. The individual will report to the Senior Managing Director & Head of Legal and will be supporting them, three investment Managing Directors, and their respective teams. The Executive Assistant will work independently and perform duties with minimum supervision in accordance with general instruction and some standardized procedures.

As a member of this team, you will:

Provide a full range of confidential administrative services for senior leaders and their respective teams, while ensuring quality service and professionalism at every interaction, including but not limited to:

• Managing, coordinating, and maintaining complex calendars with conflicting priorities by prioritizing conflicting needs, troubleshooting and handling matters expeditiously;
• Managing meetings and events, which encompasses coordinating, scheduling, preparing agendas for all-team Town Halls, Leadership team meetings, offsites and other department-wide meetings, including logistics such as location, meals, technology, communication, materials and RSVPs;
• Coordinating extensive and sometimes complex domestic and international travel arrangements, accommodations and itineraries;
• Managing and tracking incoming and outgoing department invoices, ensuring accuracy and timely processing in accordance with OMERS policies and financial procedures;
• Coordinating with Procurement to manage vendor contracts, ensuring compliance with terms, tracking usage/licenses, and facilitating renewals or negotiations as needed;
• Supporting with the execution of legal documents, such as NDAs and transaction agreements, and maintaining an organized, cloud-based filing system to ensure easy access, security, and compliance with OMERS policies; and
• Supporting other general office duties, such as ordering catering, printing of documents, document editing, mail distribution, greeting guests, etc.

• Execute and assist with projects and special assignments by establishing objectives, determining priorities, managing time, monitoring progress, problem-solving and adjusting plans as required
• Collaborate closely with the Head of Private Capital’s Executive Assistant, and serve as a backup to provide seamless support during their absence, ensuring continuity in daily operations and scheduling
• Build strong relationships across the organization, including partnering with internal and external stakeholders
• Be an effective teammate and flexible in adjusting to changing work priorities while contributing to a positive and inclusive work environment
• Proactively recommend enhancements to processes and issues to increase efficiencies and share best practices

To succeed in this role, you have and/or demonstrate the ability to:

• 5+ years’ experience supporting a senior individual or teams in a large, complex, international organization
• A post-secondary education (college or university) is preferred
• Excellent computer literacy, MS Office Suite experience and digital tools experience including MS Teams, SharePoint etc.
• Exercise superior customer service skills and professionalism when partnering with all levels and stakeholders
• Strength in time management and organizational skills with the ability to multi-task in a fast paced and demanding environment
• Work independently with minimal direction and proficiency in dealing with ambiguity
• Be detail oriented when writing and editing business documents, communications and presentations
• Exercise good, independent judgment and proactively resolve issues in a professional and calm manner
• Exercise high levels of discretion and judgment to deal with sensitive and confidential materials and matters
• Exceptional interpersonal, influential, verbal and written communication skills
• Be flexible in adapting to changes to leaders’ accountabilities, projects, and priorities and able to devise contingency plans as needed
• A willingness to roll-up your sleeves to pitch in on a variety of tasks as part of a broader team
• A strong work ethic and be flexible to working extra hours on occasion and sometimes on short notice

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.