Executive Assistant to Senior Leadership

4 weeks ago

Toronto, Ontario, Canada Ontario Teachers' Pension Plan Board Full time
About the Opportunity

We are seeking a highly skilled and experienced Senior Executive Assistant to provide administrative support to our Chief People Officer. This is a unique opportunity to work at the heart of our organization, driving impactful initiatives and managing complex schedules, projects, and meetings.

Key Responsibilities
  • Support the Chief People Officer in keeping her well-informed of upcoming commitments and responsibilities, proactively anticipating needs.
  • Prioritize conflicting needs, handle matters expeditiously, and follow through on projects to successful completion, often with deadline pressures.
  • Proactively create and maintain effective workflow and communications, including handling a variety of projects and tasks simultaneously.
  • Provide assistance in handling intricate projects that involve coordination among various stakeholders.
  • Develop, edit, and finalize documents and presentation materials for review, often on short notice.
  • Coordinate complex international travel itineraries, as required.
  • Work in collaboration with other administrators in the department to ensure consistency in process.
  • Plan meetings and events, including budget management, site selection, catering, and prepare monthly expense reports.
  • Actively manage complex calendar using knowledge of organizational and divisional timelines and priorities to effectively manage demand for time.
  • Proactively handle, schedule, and coordinate priorities; identify and indicate items requiring urgent action and prioritizing other matters, including preparation/coordination of materials for board meetings.
  • Build internal and external relationships crucial to the success of the organization and the Chief People Officer. Develop a deep understanding of the business units and departments across the organization.
  • Act as liaison between the Chief People Officer and partners at all levels both within and outside of OTPP, including board members.
  • Respond to external and internal enquiries effectively using tact, diplomacy, and judgment.
  • Exercise discretion with a clear grasp of business urgency and priorities, often multitasking with minimal guidance.
Requirements
  • A minimum of 10 years of administrative assistance support at Executive level.
  • Excellent MS Office Skills: Word, Excel, and PowerPoint, ability to keep up to date with new technology.
  • Practical hand-on experience managing projects.
  • Ability to maintain discretion and confidentiality at all times on a wide range of issues.
  • Ability to identify and prioritize items requiring immediate action, along with any pertinent information to facilitate decision making.
  • Strong customer service orientation; a flexible and willing 'can do' attitude.
  • Ability to be diplomatic, tactful, and use discretion in all situations with all levels of business partners.
  • Proven ability to work independently on multiple tasks while demonstrating initiative.
  • Demonstrated good judgment and creative analytical skills.
  • Experience in an HR administrative capacity is an asset.
  • Experience in managing a senior executive's calendar using knowledge of organizational and divisional priorities to effectively manage demand for time.
  • Excellent time-management, interpersonal skills, and ability to handle multiple tasks in a dynamic environment.
  • Willingness to provide support outside of regular business hours when necessary.
  • May be required to support the divisional budget process.
About Us

At Ontario Teachers' Pension Plan Board, diversity is one of our core strengths. We take pride in ensuring that the people we hire and the culture we create reflect and embrace diversity of thought, background, and experience. Through our Diversity, Equity, and Inclusion strategy and our Employee Resource Groups (ERGs), we celebrate diversity and foster inclusion through events for colleagues to connect for professional development, networking, and mentoring.

How to Apply

If you are a motivated and experienced Senior Executive Assistant looking for a new challenge, please apply today. You may be invited to complete a pre-recorded digital interview as part of your application.

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