Executive Administrative Assistant

3 weeks ago

Waterloo, Canada Sun Life Full time

You are as unique as your background, experience and point of view. Here, you’ll be encouraged, empowered and challenged to be your best self. You'll work with dynamic colleagues - experts in their fields - who are eager to share their knowledge with you. Your leaders will inspire and help you reach your potential and soar to new heights. Every day, you'll have new and exciting opportunities to make life brighter for our Clients - who are at the heart of everything we do. Discover how you can make a difference in the lives of individuals, families and communities around the world.

**What will you do?**
- Provide administrative support to 2 VPs and assist AVPs and Directors in the audit function
- Pro-actively manage executive's schedules, including providing pre-read materials/agendas in advance of daily meetings as necessary
- Arrange and coordinate appointments and meetings across multiple locations, while managing conflicting demands and schedule changes
- Course registration support
- Assist with the preparation and distribution of key reports including monthly and quarterly reporting
- Manage the tracking of post audit client surveys, staff evaluations
- Prepare and/or edit documentation and presentations using word, excel and powerpoint
- Assist with the collection and sharing of thought leadership across the department
- Coordinate travel arrangements and accompanying materials for executives
- Manage/support business expenses on behalf of executives; expense coordination for staff, as required
- Provide ad-hoc support to individual Audit teams as needed
- Manage relevant business data, databases and systems
- Manage collaboration community for digital communications (wiki, shared documents, shared calendar)
- Order office supplies, software and hardware, including inventory maintenance
- Provide filing and the necessary record keeping
- Arrange visitor notices, visiting office assignments and greet guests
- Identify opportunities for process improvements, anticipate potential problems, and be quick with shifting priorities
- Effectively work with other EA’s in scheduling and coordination for meetings and other needs
- May perform other administrative duties as required

**What do you need to succeed?**
- Minimum of 3-5 years administrative support
- Professional level skills in Microsoft Office (Word, Excel, PowerPoint) with the ability to prepare PowerPoint presentations and simple Excel spreadsheets
- Excellent interpersonal skills, ability to develop networks throughout the organization
- Proven organization and time management skills while managing changing priorities with ease
- Solid verbal and written communications skills
- Team player willing to contribute and help others
- Proven business professionalism and self-motivated
- Detail oriented and able to work independently with mínimal direction and regular interruptions
- Ability to quickly learn and work in a fast-paced environment and balance competing priorities
- Energetic self-starter who is able to take initiative, work with minimum supervision, work on projects with frequent interruptions and achieve objectives through others

**Assets**:

- Previous exposure to finance administrative support
- Proficient knowledge of business-related policies and practices
- Working understanding of social media/collaboration tools (e.g., wikis, shared document repositories)

**What's in it for you?**
- A friendly, collaborative, and inclusive culture
- Flexible hybrid work model
- Flexible Benefits from the day you join to meet the needs of you and your family
- Pension, stock and savings programs to help build and enhance your future financial security
- The opportunity to move along a variety of career paths with amazing networking potential
- We’re honoured to be recognized as a 2023 Best Workplaces in Ontario by Great Place to Work® Canada

At Sun Life we strive to create a flexible work environment where our employees are empowered to do their best work. Several flexible work options are available and can be discussed throughout the selection process depending on the role requirements and individual needs.

We thank all applicants for showing an interest in this position. Only those selected for an interview will be contacted.

**Salary Range**:
52,000/52 000 - 86,000/86 000

**Job Category**:
Administrative Services

**Posting End Date**:
26/04/2024

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