Executive Administrative Assistant
3 weeks ago
EXECUTIVE ADMINISTRATIVE ASSISTANT
Department: Investment Division: Real Estate Group (REG)
Type: Permanent
Location: Toronto
Posting Date: February 14, 2023
At OPTrust,
_paying pensions today, preserving pensions for tomorrow_ is our mission and business.
When you choose OPTrust, you join a team of smart, talented people who fuel our success and have a passion for pensions. Everyone at OPTrust - from London, Toronto, and Sydney - makes a meaningful impact, our environment is fast paced, but we find time to have fun and give back to the community as well. Our strength resides in our team members with different backgrounds and perspectives creating an inclusive and fulfilling place to work for everyone.
What OPTrust Offers You- Unique culture rooted in our core values - collaboration and teamwork, integrity, respect, flexibility, and excellence and continuous improvement - reflected across the team.- Dedicated business strategy for inclusion, diversity, and equity with multiple, meaningful opportunities to participate.- Flexible, hybrid work model being implemented to balance the benefits of working from home and the collaborative teamwork experience in the office.- Membership in our world-class defined benefit pension plan.- Professional development opportunities and learning initiatives including access to LinkedIn Learning, in-house speaker series, tuition reimbursement program and professional association memberships.- Comprehensive benefits package focused on your health and wellness, including dental, vision and extended health benefits.- Opportunity to take parental and adoptions leaves to spend time with family.- Competitive vacation package and time away from work such as work-life balance days.
About the Role
The Executive Administrative Assistant (EAA) will be responsible for providing senior-level administrative services to the Investment Division’s Real Estate Group (REG) and supporting the Managing Director and other senior staff. The EAA will also provide part-time administrative support to OPTrust’s Sustainable Investing and Innovation (SII) team.
The REG is responsible for overseeing OPTrust’s real estate investments and the SII team oversees the organization’s responsible investing and climate change activities.
The role will be performed both in the office and virtually, with the schedule to be discussed and agreed upon as required..
What You’ll Do-
- Manage calendar and provide other support services, as necessary, for the Managing Directors.- Coordinate meetings with internal and external contacts, including prospective and existing management and investment partners, consultants, advisors, Advisory Board and committee members and a variety of other parties.- Assist in the preparation of materials and minutes for committee, Board, or other meetings. This includes booking meeting rooms, greeting visitors, arranging for food and providing beverages (e.g., coffee/tea) for meeting participants as required.- Prepare and distribute material for reports and budgets, ensuring adherence to established procedures and formats for presentation of material.- Develop, edit, and proofread documents and presentations for Real Estate Investment Committee (REIC) meetings and other meetings as required.- Work with the corporate travel to ensure travel arrangements are made for REG and SII employees, including flight arrangements, airport transfers, customs forms, work visas, accommodation etc. Effectively handle any changes in travel plans.- Keep all staff informed of new developments, team updates etc. and maintain a pulse on the teams to see where there may be room to provide additional support.- Manage and process all invoices and expense reports for the Managing Directors, Directors and Managers via Concur.- Coordinate social or other functions for the team. Work with outside parties when the event function is external. Provide recommendation for logistics, distribute event schedules and oversee all the event details as needed.- Work with OPTrust’s Facilities, Digital and People Teams on planning and coordinating movement of staff, new hires, leaves and on
- and off-boarding to ensure that any technology or access requirements are met.- Review and distribute all incoming mail/deliveries and oversee delivery of outgoing mail/deliveries.- Perform other administrative or operational duties as required, including support to other groups within OPTrust, such as vacation coverage.
What You Bring- Four years of administrative experience with at least two years at a senior executive level in a fast-paced organization. Experience in the financial services industry is an asset.- College or university degree preferred.- Strong organizational skills and ability to efficiently multi-task and prioritize work.-
- Excellent written communication skills- Track record of demonstrating initiative and bringing forward ideas that add value to a team.- Basic knowledge of financial software includin
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