Executive Assistant to the CEO

Educators Financial Group; Toronto; Hybrid; CAD 70,000 - 80,000; Full time

Benefits offered by this job

Health Benefits Plan

Defined benefit pension plan

Hybrid work environment

3 weeks paid vacation

Learning and development support

Employee choice days

Job summary

Educators Financial Group in Ontario is seeking a highly organized Executive Assistant to provide confidential, executive-level support to senior leaders. The role handles complex calendars, cross-functional initiatives, and acts as a trusted partner to leadership with discretion and efficiency.

This role supports the Board's HR Committee, participates in governance tasks, and backs HR projects. A minimum of five years of EA experience, superb communication, and strong organizational skills are

Qualifications

• Minimum 5 years of executive assistant experience at leadership/board level.
• Superior written and verbal communication and interpersonal skills.
• Ability to handle confidential information with discretion.
• Strong time management, prioritization and organizational abilities.
• Proactive, self-starter who can work with minimal supervision.

Responsibilities

• Provide high-quality admin support to the CEO, including calendar management, travel, correspondence, and expense oversight.
• Coordinate executive meetings, prepare agendas, record minutes, and track action items.
• Prepare reports and materials, ensuring accuracy and timely delivery.
• Assist with company events, quarterly Town Halls, and governance documentation.
• Support HR Committee activities and board portal management.
• Back up the Office Manager as needed.

Skills

Executive support

Communication skills

Time management

Organization

Discretion

Project management

Education

University degree / college diploma in Business Administration

CEAP certification (asset)

Tools

Microsoft Teams

Outlook

Word

Excel

PowerPoint

Job description

Owned by the Ontario Secondary School Teachers’ Federation (OSSTF), Educators Financial Group has been offering financial planning and a wide range of investing and lending products and services exclusively to education members and their families since 1975. It is this strong history that has enabled us to become the education community’s financial specialist – supporting our clients on their financial journey and empowering them to reach their goals.

What We Offer

We’re proud to be recognized as one of the 2024 Best Workplaces in the Financial Services and Insurance sector.

Candidates can expect to work in a highly collaborative and supportive work environment with focus on professional growth and development opportunities.

Compensation and benefits packages include:

• Annual salary (hiring range): $70,000 - $80,000 (subject to the candidate's relevant experience, qualifications and skills), plus annual Short-Term Incentive Plan (STIP) bonus.
• Health Benefits Plan, including Extended Health, Dental & Vision coverage, Basic Life Insurance, Short-Term and Long-Term Disability Benefits and Employee Assistance Programs. Premiums are paid by the company, with the exception of LTD premium.
• Defined benefit pension plan, with the company’s contribution ranging from 6% to 8% to provide employees with a predictable lifetime retirement income, survivor benefits, early retirement options.
• Hybrid work environment.
• 3 weeks of paid vacation and other leave entitlements.
• 2 paid Employee Choice days to give employees the flexibility to observe and celebrate days that are meaningful to their cultural, religious, or personal values.
• Learning and development support to aid professional growth.
• Experienced leaders to coach and empower employees and supportive colleagues to help when needed.
• Employee-led committees to boost engagement, initiative and idea sharing.
• A Community Care program to make a difference in the lives of people in need.
• Team building activities and optional social events.

About the Role

We’re seeking a highly organized and proactive Executive Assistant experienced in providing confidential, executive-level administrative support to senior leaders. The incumbent is expected to manage complex priorities, coordinate cross-functional initiatives/projects, and serve as a trusted team member to leadership while maintaining professionalism, discretion, and operational efficiency. This role also supports the Human Resources Committee (HRC) of the Board of Directors and is expected to act as a back‑up for one or more Board Committees and the overall Board administration. The position reports to the HR Manager.

This posting is to fill an existing vacancy.

Key Responsibilities

• Provide high-quality administrative support to the CEO, including calendar management, correspondence, travel coordination, expense administration, scheduling of meetings and appointments.
• Coordinate meetings for the executive leadership team by preparing agendas and materials, attending meetings, recording minutes, and tracking action items to completion.
• Prepare and coordinate executive reports, presentations, memorandums and other materials, ensuring accuracy, quality, and timely delivery. Respond to requests and inquiries in a professional, and customer-focused manner.
• Assist with company-wide events, meetings, training days and special projects, including room bookings, technology setup, catering, and logistics. Lead the planning and execution of quarterly Town Halls assuming the Town Hall Committee Chair responsibilities.
• Support Board's Human Resources Committee activities, including but not limited to report preparation, meeting administration, board portal management, and governance documentation.
• Provide administrative support to HR Team (e.g., preparing communications, coordinating meetings), and contribute to ongoing HR projects and initiatives.
• Coordinate the annual recruitment and administration of staff-led committees, maintaining membership records, serving as a liaison between committees and the Executive Leadership Team.
• Take part and contribute to company-wide projects.
• Provide backup support to the Office Manager as required.

Qualifications

• University degree or college diploma in Business Administration or another relevant field
• Canadian College for Leadership & Management - Certified Executive Assistance Professional (CEAP) certification is an asset
• Minimum of 5 years on-the-job experience as an Executive Assistant and/or performing similar administrative and operational duties with regard to leadership and/or board of directors support
• Superior written/ verbal communication and interpersonal skills
• Strong attention to detail
• Flexibility to adapt to changing situations
• Excellent time management and prioritization skills
• Strong organizational and project management skills
• Ability to handle confidential information with high degree of discretion
• Proactive, self-starter capable of working without close supervision or daily guidance
• Strong technical skills in Microsoft Teams, Outlook, Word, Excel, and PowerPoint
• Experience within the financial services/mutual fund industry would be considered a strong asset

Selection Process

We are committed to fostering an inclusive workforce that reflects the diversity of our clients and communities. We actively seek and welcome applications from all qualified candidates who are inspired to deliver top-notch customer service and contribute to our company's success.

We strive to ensure that all recruiting and selection processes are non-discriminatory and barrier-free. If you are selected for an interview and require accommodation, or if you require accommodation with respect to our materials or procedures at any time during the selection process, please notify us at [e-mail] to ensure appropriate arrangements are made.

We value the participation of diverse talent with various backgrounds and experiences. While voluntary, we encourage and welcome all candidates to self-identify during the application process.

Following receipt of your application, our Human Resources team will conduct a review typically lasting 5 to 7 business days. This process may be slightly longer depending on the number of applicants. Pre-screened applicants will then be contacted to coordinate the following:

Interview with our Talent Acquisition Specialist (up to 45 minutes)

Interview with our VP of HR and HR Manager (1 hour)

Interview with our CEO (1 hour)

AI in Recruitment

Educators Financial Group leverages artificial intelligence (AI) technology to enhance our recruitment process. This may include drafting of preliminary job descriptions, application screening, generation of initial interview kit questions, taking interview notes and other administrative tasks. We are committed to the responsible use of AI in our hiring practices, prioritizing both an improved candidate experience and operational efficiency. Our hiring practices remain focused on reducing biases, with all key hiring decisions made solely by our team. We are also committed to continuously reviewing and enhancing our recruitment processes to ensure alignment with industry standards and evolving regulatory requirements.