Executive Administrative Assistant

2 months 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.

**This is a 16-months fixed contract position.**

**What will you do?**
- Monitor AVP’s E-mail and incoming mail, checking deadlines, prioritizing and handling as many items as possible on behalf of the AVP
- Arrange and coordinate AVP’s appointments and meetings, while managing the conflicting demands and changes to schedules
- Ensures the appropriate people are involved in decision making and problem solving of issues when the AVP is absent
- Develops and provides overall support for the team operations, processes and practices, including maintaining the team’s SharePoint sites
- Coordinates various business functions, sometimes at off-site locations
- Prepares letters, memos, presentations and reports
- Coordinates travel arrangements and accompanying material for AVP
- Manages the budget work for AVP's cost centers (expense reimbursements, cheque requests, budget management, budget vs actual reporting)
- Prepares and manages FTE and forecasting reports
- Act as the Purchase Coordinator for the Group Disability Central & Atlantic Team (Order office supplies & software in Oracle)
- Arrange visitor notices and greet visitors
- Co-ordinate moves in the department and coordinates set up of new employees
- Maintains team distribution lists
- Prepare agendas for & participate in leader & visual board meetings
- Organize Town Hall meetings & assist in developing presentation material
- May perform other related activities as required

**What do you need to succeed?**
- Superior organization skills
- Pays very close attention to detail
- Operates in a professional and confidential manner
- Proven quality of work with mínimal errors
- Excellent relationship building, negotiation and collaboration skills
- Represents the best interests of the AVP in demeanor and action
- Demonstrates excellent client service and client relationship skills
- Excellent communication skills, both verbal and written
- Proactive and able to anticipate needs
- Ability to work in a fast-paced environment with conflicting demands
- Ability to effectively manage time
- Ability to prioritize work with mínimal direction
- Ability to effectively interact with senior management and collaborate with their administrative assistants
- Strong issue resolution skills
- Team player
- Excellent technical skills (Excel, Word, Powerpoint, Visio, Outlook)
- Ability to learn new skills quickly

**What will be nice to have?**
- University degree preferred or other relevant experience
- Previous experience supporting Executives

**What’s in it for you?**
- Great Place to Work® Certified in Canada and the US - 2022
- Great Place to Work® award for Best Workplaces for #HybridWork
- 2022 Named “Best Places to Work” by Glassdoor - 2021
- Canada Award for Excellence for Mental Health at Work
- 2021 Flexible hybrid work model including in-country work-from-home if you prefer.

LI-Hybrid #LI-remote

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**:
01/05/2024



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