Senior Executive Assistant, Enterprise Operations Division

  • Ontario Teachers' Pension Plan
  • Toronto, Canada
  • May 18, 2024
Full time

Job Description

Senior Executive Assistant, Enterprise Operations Division

The opportunity

Are you an experienced Executive Assistant with a flair for providing administrative support to senior leaders? If so, we are looking for a Senior Executive Assistant within the Enterprise Operations Division to provide executive administrative support such as building and editing presentations and documents; coordinating multiple calendars; planning meetings; making conference and international travel itineraries; coordinating budget information; planning team activities and events. This position will function with minimal supervision and requires a high degree of discretion, confidentiality, independence, tact, and initiative.

Who you’ll work with

You will report to the Chief Operations Officer and provide support to the Enterprise Operations Division, as required.

What you’ll do

  • Actively handle, schedule and coordinate the work and workday; identify and indicate items requiring urgent action and prioritizing other matters, including preparation/coordination of materials for board meetings.

  • Act as liaison between the Chief Operations Officer and partners at all levels both within and outside of OTPP including board members.

  • Respond to external and internal enquiries affectively using tact, diplomacy and judgment.

  • Develop, edit, and finalize documents and presentation materials for review, often on short notice.

  • Coordinate complex international travel itineraries, as required.

  • Work in collaboration with other administrators in the department to ensure consistency in process.

  • Plan meetings and events, including budget management, site selection and catering.

  • Actively manage multiple calendars using knowledge of organizational and divisional timelines and priorities to effectively manage demand for time.

  • Perform other duties as assigned.

What you'll need

  • A minimum of 10 years of administrative assistance support.

  • Excellent MS Office Skills: Word, Excel and PowerPoint.

  • A strong interest in technology; proactive in finding and implementing new tools and solutions to improve efficiency and productivity.

  • 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 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.

  • May be required to support the divisional budget process.

  • Working knowledge of Adobe, Microsoft SharePoint, CoPilot, and other productivity tools, an asset.

  • Willingness to provide support outside of regular business hours when necessary.

#LI-OTPP, #LI-ER1, #LI-Hybri

What we’re offering

  • Pay-for-performance environment that offers competitive salary and incentive

  • 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/hybrid 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'.

How to apply

Are you ready to pursue new challenges and take your career to the next level? Apply today! You may be invited to complete a pre-recorded digital interview as part of your application.

Accommodations are available upon request ( 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.

The privacy of your personal information is important to us. Please visit our Privacy Centre to learn how we handle your personal information.

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