Senior Executive Assistant, People & Culture Division (14-month contract)

Ontario Teachers'; Toronto; Hybrid; CAD 70,000 - 100,000; Full time

Job summary

A leading organization is seeking a Senior Executive Assistant to support its Talent team within the People & Culture Division. The role involves providing high-level administrative support to senior leaders, managing calendars, coordinating meetings, and ensuring efficient operations. The ideal candidate will have extensive experience in administrative roles, strong organizational skills, and a proactive approach to improving processes.

Benefits

Competitive salary and incentive

Professional growth opportunities

Comprehensive employer-paid benefits

Defined benefit pension plan

Flexible Travel Program

Employee discount programs

Qualifications

• At least 10 years of administrative support experience.
• Experience managing a senior executive’s calendar.
• Familiarity with HRIS systems (e.g., Workday) is an asset.

Responsibilities

• Manage multiple calendars and prioritize urgent items.
• Coordinate meetings, travel, and events.
• Develop and finalize reports and presentation materials.

Skills

Discretion

Customer Service Orientation

Time Management

Analytical Skills

Tools

HRIS Systems

Job description

The opportunity

Are you an experienced Senior Executive Assistant with a flair for providing administrative support to senior leaders? If so, we are looking for a Senior Executive Assistant within the People & Culture Division to support our dynamic Talent team, which includes Talent Acquisition, Diversity, Equity and Inclusion, Leadership & Learning, Talent Management, and Talent Advisory.

As a valued member of the Talent team, you will provide executive administrative support with minimal supervision, requiring discretion, confidentiality, independence, tact, and initiative.

Who you’ll work with

You will report to the Managing Director, Talent, in the People & Culture division and support the Talent Leadership Team Directors as needed.

What you’ll do

1. Handle, schedule, and coordinate work and workdays; identify urgent items and prioritize others, including preparing and coordinating meeting materials.
2. Manage multiple calendars, understanding organizational and divisional timelines and priorities.
3. Schedule meetings, luncheons, arrange travel, book conference rooms, order catering, set up meeting rooms, and take minutes when required.
4. Act as liaison between the MD, Talent, and partners at all levels within and outside Teachers’.
5. Respond effectively to internal and external inquiries with tact, diplomacy, and judgment.
6. Collaborate with other administrators to ensure process consistency.
7. Coordinate budget tracking for the talent department, including agency spend.
8. Plan meetings and events, managing budgets, site selection, and catering.
9. Develop, edit, and finalize reports, documents, and presentation materials, often on short notice.
10. Coordinate international travel itineraries as required.
11. Perform other duties as assigned.

What you’ll need

• At least 10 years of administrative support experience.
• A strong interest in technology and proactive in implementing new tools to improve efficiency.
• Ability to maintain discretion and confidentiality.
• Skill in prioritizing urgent items and facilitating decision-making.
• Strong customer service orientation and a flexible, ‘can do’ attitude.
• Diplomatic, tactful, and discreet in all interactions.
• Ability to work independently on multiple tasks and demonstrate initiative.
• Good judgment and creative analytical skills.
• Experience in an HR administrative capacity is an asset.
• Familiarity with HRIS systems (e.g., Workday) is an asset.
• Experience managing a senior executive’s calendar considering organizational priorities.
• Excellent time management, interpersonal skills, and ability to handle multiple tasks in a dynamic environment.
• Ability to support divisional budget processes.

What we’re offering

• Competitive salary and incentive in a pay-for-performance environment.
• Opportunities for professional growth and development.
• Comprehensive employer-paid benefits coverage.
• Retirement income through a defined benefit pension plan.
• Option to invest through our Deferred Incentive Program.
• Hybrid work environment combining in-office and remote work.
• Competitive time off.
• Flexible Travel Program allowing work abroad for up to a month annually.
• Employee discount programs including Edvantage and Perkopolis.

Our commitment to diversity

At Ontario Teachers’, we value diversity as a core strength. We strive to create an inclusive culture that reflects diverse thought, backgrounds, and experiences through our DEI strategy and Employee Resource Groups. We celebrate diversity and foster inclusion through various events and initiatives. Learn more about our commitment to Diversity, Equity, and Inclusion at Life at Teachers'.

How to apply

If you’re ready for new challenges and to advance your career, apply today! You may be asked to complete a pre-recorded digital interview as part of your application.

Accommodations are available upon request for candidates with disabilities at [e-mail].

You must be legally entitled to work in the role’s country.

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