Executive Assistant, Total Portfolio Management

OMERS; Toronto; On-site; CAD 70,000 - 95,000; Full time

Job summary

Join OMERS as an Executive Assistant and contribute to a world-class team supporting the Head of Total Portfolio Management. This role demands superior organizational skills, a proactive attitude, and the ability to manage multiple priorities in a fast-paced environment. With your strong customer service skills and a collaborative mindset, you'll help coordinate crucial administrative functions across a dynamic organization.

Qualifications

• 10+ years’ experience supporting a senior executive.
• Experience in a global organization preferred.
• Ability to handle confidential data with professionalism.

Responsibilities

• Manage calendars, expenses, and international travel arrangements.
• Coordinate meetings and events, including agenda preparation.
• Assist with projects and special assignments efficiently.

Skills

Project Management

Problem-Solving

Customer Service

Communication

Organizational Skills

Education

Post-secondary education

Tools

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 Total Portfolio Management (“TPM”) is currently seeking an exceptional Executive Assistant to provide executive support to the Head of TPM, the TPM Leadership Team and the Toronto based TPM team. In this role, you will be responsible for providing efficient and high-quality support covering administration, co-ordination, prioritization and contributing to and leading initiatives. 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 a key member of an engaged, high-reaching team—part of a world-class, winning culture that prioritizes people development and focuses on long-term growth. We take great pride in leading the industry by earning respect through every interaction, every day. We go above and beyond to protect and grow relationships by anticipating needs, being honest and considerate and valuing customers and colleagues as genuine partners.

As a member of this team, you will be responsible for:

• Calendar management, expense and invoice management, travel arrangements across various time zones (London, Singapore, Toronto), booking meetings internationally and planning events
• Co-ordination of meetings and events including agenda development and distribution, reservation of meeting rooms, and preparation, compilation and distribution of supporting documents; taking minutes and following up on actions to ensure that they are completed.
• Assisting the Head of TPM manage across a diverse range of accountabilities through access to emails and the calendar so that key matters are prioritized, meetings prepared for, and by taking the initiative & ownership of certain matters on behalf of the Head of TPM.
• Executing and assisting with projects and special assignments by establishing objectives, determining priorities, managing time, monitoring progress, problem-solving and adjusting plans as required
• Building strong relationships across the organization partnering with internal and external stakeholders
• Prioritizing conflicting needs, handling matters expeditiously, proactively and follow-through on projects
• Administration of confidential files and presentations
• Document production including creation of presentations, proposals, minutes and other documents

To succeed in this role, you have:

• 10+ years’ experience supporting a senior executive within a global and complex organization
• Previous experience in an investing environment would be considered an asset
• A post-secondary education (college or university) is preferred
• The flexibility to work outside of office hours and sometimes on short notice to support the global team
• A willingness to be in the office a minimum of 4 days a week
• Experience navigating and collaborating through a broader suite of digital tools such as MS Teams, SharePoint, etc.
• A willingness and ability to contribute to, and lead, projects; to take initiative and be pro-active
• The ability to balance competing priorities
• Superior customer service skills and possess a relationship builder mentality
• Experience working in a fast-paced environment and acted as the liaison with internal departments i.e. IT, Accounting, Marketing, etc.
• An eye for detail when writing and editing business documents, communications and presentations
• The ability to possess a high level of confidentiality and deal with sensitive data with maturity and professionalism
• Exceptional verbal and written communication skills
• Drive to achieve results and continuously strive to deliver the highest performance through creative thinking

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.

About the company

The Ontario Municipal Employees Retirement System is a Canadian pension fund created by Ontario provincial statute in 1962 to manage the retirement benefits of all local government employees in the Canadian province of Ontario.

Notice

Talentify is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or protected veteran status.

Talentify provides reasonable accommodations to qualified applicants with disabilities, including disabled veterans. Request assistance at [e-mail] or 407-000-0000.

Federal law requires every new hire to complete Form I-9 and present proof of identity and U.S. work eligibility.

An Automated Employment Decision Tool (AEDT) will score your job-related skills and responses. Bias-audit & data-use details: www.talentify.io/bias-audit-report . NYC applicants may request an alternative process or accommodation at [e-mail] or 407-000-0000.