Executive Assistant, Private Equity Legal

2 weeks ago

Toronto, Canada OMERS Full time

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OMERS Private Equity Legal team is hiring an Executive Assistant located in our Toronto office. The individual will report to the Managing Director and will be primarily responsible for providing support to them and the small legal team. The Executive Assistant will work independently and perform duties with minimum supervision in accordance with general instruction and some standardized procedures.
**As a member of this team, you will be responsible for**:
Provide a full range of confidential administrative services for a senior leader and their team, while ensuring quality service and professionalism at every interaction
Meeting management which includes scheduling, preparing agendas, taking minutes and documenting action items at leadership team meetings, strategic sessions and applicable boards the leader is involved in
Preparation and coordination of meetings and events such as all-team Town Halls, Leadership team meetings, offsites and other department-wide meetings
Prepare reports, presentations, communications, and documents relating to matters of sensitive nature on behalf of the leader by identifying required information, conducting research and utilizing appropriate sources as required
Proactively recommend enhancements to processes and issues to increase efficiencies and share best practices
Manage, coordinate, and maintain a complex calendars with conflicting priorities
Prioritizes and organizes workload of the leader to ensure items that are critical to the business and to key stakeholders are on the agenda
Build strong relationships across the organization, including partnering with internal and external stakeholders
Prioritize conflicting needs, troubleshoot, handle matters expeditiously, proactively and follow-through on projects
Execute and assist with projects and special assignments by establishing objectives, determining priorities, managing time, monitoring progress, problem-solving and adjusting plans as required
Administration of confidential files and presentations
Managing invoices, budget reports including monitoring and analyzing budgets, expenses and year end accruals
Perform diverse range of tasks that involve a range of complexity with autonomy and discretion to make decisions within well-defined parameters
Be an effective teammate and flexible in adjusting to changing work priorities
Participate fully as a member of the team and contribute to a positive and inclusive work environment
Coordinate extensive and sometimes complex domestic and international travel arrangements, hotels and itineraries.
Plan and coordinate for onsite and offsite meetings, meeting rooms, special functions and events including logistics such as location, meals, technology, communication, materials and RSVP’s.
General office duties with may include ordering catering, printing of documents, document editing, mail distribution, greeting guests, etc.
**To succeed in this role, you have**:
2+ years’ experience supporting a senior individual or teams in a large, complex, international organization
A post-secondary education (college or university) is preferred
Excellent computer literacy, MS Office Suite experience and digital tools experience including g MS Teams, SharePoint etc.
Works extremely well under pressure with the ability to meet tight deadlines while maintaining attention to detail
Demonstrate superior customer service skills and professionalism when partnering with all levels and external stakeholders.
Demonstrated strength in time management and organizational skills with the ability to multi-task in a fast paced and demanding environment.
Demonstrate the ability to prioritize, multi-task, and work independently with mínimal direction and proficiency in dealing with ambiguity
Detail oriented when writing and editing business documents, communications and presentations
Proactively resolve any issues in a professional and calm manner.
Exercises high levels of discretion and judgment to deal with sensitive and confidential materials and matters
Possess exceptional interpersonal, influential, verbal and written communication skills
Drive to achieve results and continuously strive to deliver the highest performance through creative t

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