Senior Executive Assistant

Ontario Teachers’ Pension Plan; Toronto; On-site; CAD 75,000 - 120,000; Full time

Benefits offered by this job

Competitive benefits package

Flexible work environment – in-office/

Pension plan

Job summary

Ontario Teachers’ Pension Plan in Toronto seeks a highly experienced administrative professional to support senior leaders in the Technology division. You will coordinate calendars, prepare materials, manage travel, and oversee budgets with discretion and proactive, independent execution.

In this hybrid role, you’ll interact with Technology, People & Culture, Finance, and other business units, ensuring smooth day-to-day operations and timely, accurate communications for executives.

Qualifications

• A minimum of 10 years of administrative assistance support.
• Excellent MS Office Skills: Word, Excel and PowerPoint.
• Ability to maintain discretion and confidentiality on a wide range of issues.
• Ability to identify and prioritize items requiring immediate action to support decision making.
• Strong customer service orientation with a flexible 'can do' attitude.
• Diplomatic and tactful interaction with all levels of business partners.
• Proven ability to work independently on multiple tasks with initiative.
• Good judgment and creative analytical skills.
• Experience in HR administrative capacity is an asset.
• Experience in managing a senior executive’s calendar with organizational priorities.
• Excellent time-management and interpersonal skills; able to handle multiple tasks in a dynamic environment.
• Willingness to support divisional budget process if required.

Responsibilities

• Develop, edit, and finalize executive presentations for committees and meetings.
• Take meeting minutes.
• Extensive calendar management for senior leaders.
• Prepare meeting materials and coordinate agendas.
• Manage leaders’ travel arrangements.
• Prepare and monitor budgets for leaders’ cost centers.
• Prepare monthly expense reports.
• Process and record invoices.
• Review and prioritize incoming correspondence for senior leaders.
• Draft senior leaders’ correspondence as required.
• Plan and coordinate offsite meetings and team events.
• Arrange catering for meetings and events.
• Greet visitors and answer general inquiries.
• Represent the senior leaders’ office with efficiency and support to other executives.

Skills

Discretion & confidentiality

Prioritization & decision support

Customer service orientation

Diplomatic & tactful communication

Independent multitasking

Judgment & analytical thinking

Time management

Willingness to work outside hours

Tools

MS Office (Word, Excel, PowerPoint)

Job description

The opportunity

Reporting to the Director, Technology Planning and Operations, this position provides proactive administrative support to senior leaders in the Technology division. This position will function with minimal supervision and will utilize a high degree of independence, tact, initiative, discretion and judgment. This position will be accountable for coordinating the overall administrative support for the department.

Who you’ll work with

You’ll work closely with senior leaders across the Technology division, providing proactive administrative support and helping to ensure the smooth operation of day-to-day activities. In this highly visible role, you’ll collaborate with team members across Technology, People & Culture, Finance, and other business areas, while regularly interacting with internal and external stakeholders.

As a trusted partner to Technology leadership, you’ll play a key role in coordinating activities, managing priorities, supporting departmental initiatives, and helping leaders operate effectively in a fast-paced, dynamic environment.

What you’ll do

• Develop, edit, and finalize executive presentations for committees and meetings
• Take meeting minutes
• Extensive calendar management for the senior leaders
• Prepare meeting materials and coordinate agendas
• Manage leaders’ travel arrangements
• Prepare and monitor budgets for the leaders’ cost centers
• Prepare monthly expense reports
• Process and record invoices
• Review and prioritize incoming correspondence for the senior leaders
• Draft senior leaders’ correspondence, as required
• Plan and coordinate offsite meetings and team events
• Arrange for catering for meetings and events
• Greet visitors and answer general inquiries
• Represent the senior leaders’ office with a high degree of efficiency and assistance to other internal or external senior leaders and executives.

What you’ll need

• A minimum of 10 years of administrative assistance support
• Excellent MS Office Skills: Word, Excel and PowerPoint
• Ability to maintain discretion and confidentiality at all times on a wide range of issues
• Ability to identify and prioritize items requiring immediate action, along with any pertinent information to facilitate decision making
• Strong customer service orientation; a flexible and willing ‘can do’ attitude
• Ability to be diplomatic, tactful and use discretion in all situations with all levels of business partners
• Proven ability to work independently on multiple tasks while demonstrating initiative
• Demonstrated good judgment and creative analytical skills
• Experience in an HR administrative capacity is an asset
• Experience in managing a senior executive’s calendar using knowledge of organizational and divisional priorities to effectively manage demand for time
• Excellent time-management, interpersonal skills and ability to handle multiple tasks in a dynamic environment
• Willingness to provide support outside of regular business hours when necessary
• May be required to support the divisional budget process.

#LI-OTPP, #LI-AP1

What we’re offering

Pay-for-performance with base salary and annual incentive based on individual and enterprise performance. The Base Salary range for this level is as follows:$75,000 - $120,000.Individual compensation and placement of this role in the range is based on different factors unique to each candidate, including but not limited to relevant experience, skills, demonstrated competencies, and internal equity as they relate to the role.

• Numerous opportunities for professional growth and development
• Comprehensive employer paid benefits coverage
• Retirement income through a defined benefit pension plan
• The opportunity to invest back into the fund through our Deferred Incentive Program
• A flexible work environment combining in office collaboration and remote working
• Competitive time off
• Our Flexible Travel Program gives you the option to work abroad in another region/country for up to a month each year
• Employee discount programs including Edvantage and Perkopolis

At Ontario Teachers', diversity is one of our core strengths. We take pride in ensuring that the people we hire and the culture we create reflect and embrace diversity of thought, background and experience. Through our Diversity, Equity and Inclusion strategy and our Employee Resource Groups (ERGs), we celebrate diversity and foster inclusion through events for colleagues to connect for professional development, networking & mentoring. We are building an inclusive and equitable workplace where our talent is respected, accepted and empowered to be themselves. To learn more about our commitment to Diversity, Equity and Inclusion, check out Life at Teachers'.

Functional Areas: Administration

Vacancy: Current

Requisition ID: 7137#LI-AP1