Senior Executive Assistant

Ontario Teachers' Pension Plan; Toronto; Hybrid; CAD 75,000 - 120,000; Full time

Benefits offered by this job

Comprehensive employer paid benefits

Defined benefit pension plan

Deferred Incentive Program

Flexible work environment: in office +

Competitive time off

Flexible Travel Program to work abroad

Employee discount programs Edvantage &

Job summary

Ontario Teachers' Pension Plan is seeking a seasoned Administrative Assistant to support senior leaders within the Technology division. This role requires proactive coordination, confidential handling of information, and independence in a fast-paced environment.

You will develop presentations, take minutes, manage calendars and travel, prepare materials, and monitor budgets. The position offers a hybrid work arrangement and a defined benefits pension plan.

Qualifications

• 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.

Responsibilities

• 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

Skills

Executive support

Calendar management

MS Office suite

Discretion & confidentiality

Communication & coordination

Tools

Microsoft 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

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'.

Accommodations are available upon request ([e-mail]) for candidates with a disability taking part in the recruitment process and once hired.

Candidates must be legally entitled to work in the country where this role is located.

Ontario Teachers’ may use AI-based tools to assist in screening and assessing applicants for this position. These tools may help us identify candidates whose skills and experience align with Ontario Teachers’ objectives by analyzing information provided in resumes and applications. Our use of AI does not replace human decision-making. To learn more about how Teachers’ uses AI with your personal information, please visit our Privacy Centre.