Executive Assistant, Risk

2 weeks ago

Toronto, Canada Healthcare of Ontario Pension Plan (HOOPP) Full time

Why you’ll love working here:
- high-performance, people-focused culture- our commitment that equity, diversity and inclusion are fundamental to our work environment and business success, which helps employees feel valued and empowered to be their authentic selves- learning and development initiatives, including workshops, Speaker Series events and access to LinkedIn Learning, that support employees’ career growth- competitive, 100% company-paid extended health and dental benefits for permanent employees with recent additions to promote inclusive coverage to a diverse employee population. These recent additions include gender affirmation and fertility drug and treatment coverage- membership in HOOPP’s world class defined benefit pension plan, which can serve as an important part of your retirement security- access to an annual wellness reimbursement program for health and wellness-related expenses for permanent employees- virtual fitness, yoga and meditation classes, nutritional consultations and wellness seminars- we offer a hybrid flexible work model that embraces remote work in Ontario for eligible roles- the opportunity to make a difference and help take care of those who care for us, by providing a financially secure retirement for Ontario healthcare workers

Job Summary

Reporting to the SVP, Chief Risk Officer (CRO), the Executive Assistant provides confidential administrative support to the CRO and the divisional management team. This person will possess a thorough knowledge and understanding of the Risk Division, and in meeting all aspects of divisional responsibilities.

All Executive Assistants work with the Office of the CEO team members to ensure the timely and quality outcome of all Board of Trustee and Committee meetings, Corporate Events (including the United Way campaign) and Executive Team activities. The EA will actively participate in all EA educational and administrative improvement initiatives and provide backup services to other EAs/SVP's when required.

What you'll do:

- Co-ordinates the day to day administration, support and scheduling, including: Maintains daily calendar and schedule.
- Performs a variety of administrative duties and support as required to the direct reports of the CRO including reports, presentations, meeting organization, luncheons, and special functions.
- Ensures the necessary background information and material are gathered prior to meetings/appointments
- Maintains strictest level of confidentiality and discretion
- Screens, organizes and prioritizes, electronic and written correspondence
- Composes and prepares memos and other correspondence as delegated
- Greets visitors, receives inquiries and determines urgency of attention to CRO
- Responds to inquiries, internally and externally, ensuring appropriate actions, dissemination of information and follow up as necessary
- Co-ordinates travel arrangements and manages travel documentation, prepares expense reports, etc.
- Establishes program details and itineraries
- Maintains equipment and office supplies including ordering required repairs or upgrades of equipment, stationery, etc.
- As a member of the Board Team, this person is responsible for drafting and reviewing documents for the CRO and ensuring that all reports and documents prepared for HOOPP Board and Committee meetings meet quality standards and are delivered within the strict timelines of the Board schedule.
- As a member of the Board Team, write draft presentations, proposals, reports and other documentation, including:

- Information gathering, research and drafting of written Board documents for CRO review and input.
- Formats, layouts material to meet HOOPP corporate communication and Board quality standards.
- Ensures delivery of CRO materials to Office of CEO in accordance with Board & Committee Meeting & Mailing schedule and other reporting requirements.

What you bring:

- University or college education or equivalent
- 4 - 5 years Executive administrative support experience in a corporate business environment at the senior level
- Demonstrated experience in project management, multi-tasking, and coordination
- Excellent oral and written communication skills to interact with individuals at all levels
- Advanced MS Office software skills; must be an expert in Outlook, PowerPoint, Word, Excel
- Attention to detail, commitment to thoroughness and timeliness
- High level of professionalism and ability to work in an environment where a high level of confidentiality, tact, accuracy, quality and time sensitivity is essential
- Ability to work independently with minimum direction while keeping the SVP informed of potential problems or sensitive issues
- Experience supporting Risk departments would be an asset
- Strong writing skills are essential - including correspondence, reports, presentations and minute-taking
- Collaborative and creative with a desire to make a positive contribution to the division, cross-divisional teams and the organi

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