Executive Assistant, Finance Division

Posted 23 March 2024

Executive Assistant, Finance Division at Ontario Teachers' Pension Plan

Administration Full-time Toronto

Experience: Not specified
Salary Range: Not Specified

Close date: 22 April 2024

Apply now

Position Description

Executive Assistant, Finance Division

The opportunity
Reporting to the Managing Director, Financial Reporting & Finance Transformation, the Executive Assistant (EA) is accountable for providing administrative support to the Finance Senior Leadership Team (FSLT), including managing calendars; coordinating meetings, conference logistics, international travel; processing expenses; planning team events; and general office management. This dynamic position requires diplomacy, tact, discretion, and discernment, and ability to anticipate needs, think critically, and offer solutions to problems with an elevated level of professionalism and confidentiality.

Who you'll work with

In this position you will provide a wide range of administrative support to 2-3 Managing Directors (MDs) and their direct reports in Finance. You will interact with internal and external senior leaders and their Executive Assistants, communicate with business partners, vendors, and visitors. You will also work closely with the Senior Executive Assistant (SEA) to the CFO.

What you'll do

  • Provide calendar management and administrative support to the MDs, using knowledge of departmental timelines and priorities to effectively manage demand for time (this involves managing a high volume of meeting requests of varying complexity with internal and external participants, prioritize conflicting needs and handle matters expeditiously and proactively)
  • Plan and coordinate meetings with internal and external parties, while handling confidential and critical details (e.g. meet and greet guests at reception, escorts to appropriate meeting room, arrange for catering, etc.)
  • Process and record divisional invoices
  • Prepare monthly expense reports
  • Lead individual and/or group registrations for conferences and arranging for business travel logistics (e.g. itineraries, flights, vehicle rentals, accommodations)
  • Prepare letters, memos, emails, meeting agendas, reports, and PowerPoint presentations; ensuring proofreading, accuracy and conformity to standard formats
  • Facilitate best practices meeting etiquette, as required (e.g. compile and distribute pre-read materials and agendas, coordinate invitations for special guests and delegates, take meeting minutes, track actions and follow up, electronic recordkeeping and filing (using SharePoint)
  • Work seamlessly with the CFO’s Senior Executive Assistant to proactively plan, facilitate the divisional and departmental team schedules, organize divisional events, and provide backup support
  • Develop effective working relationships with teams across the organization (e.g. finance leaders and their teams, divisional leadership, their teams and EAs, Board of Directors Secretariat team, build relationships with executive assistant community)
  • Maintain an advanced degree of confidentiality along with excellent judgment and discretion
  • Apply judgment with full understanding of urgency and priorities of the business, routinely needing to multi-task with little to no direction
  • Proactively identify inefficiencies and implement creative, technology-based solutions and best practices
  • Other related duties, as required

What we’re offering

  • Pay-for-performance environment that offers competitive salary and incentive
  • Numerous opportunities for professional growth and development
  • Comprehensive employer paid benefits coverage
  • Retirement income through a defined benefit pension plan
  • The opportunity to invest back into the fund through our Deferred Incentive Program
  • A flexible/hybrid work environment combining in office collaboration and remote working
  • Competitive time off
  • Our Flexible Travel Program gives you the option to work abroad in another region/country for up to a month each year
  • Employee discount programs including Edvantage and Perkopolis

At Ontario Teachers', 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 & mentoring. We are building an inclusive and equitable workplace where our talent is respected, accepted and empowered to be themselves. To learn more about our commitment to Diversity, Equity and Inclusion, check out Life at Teachers'.

Required Skill / Experience

What you'll need

  • Minimum 5 years of related experience working in a dynamic, fast-paced organization
  • Proven experience supporting senior leaders, using knowledge of the organization, divisional priorities to effectively manage demand for time
  • Professional certificate, College diploma or University degree
  • Advanced knowledge of Microsoft Outlook, PowerPoint, Word and Excel
  • Working knowledge of Adobe, Microsoft SharePoint, CoPilot, and other productivity tools, an asset
  • Excellent organizational skills - specifically related to time management, coordination and planning; demonstrating a high degree of flexibility with ability to cope well under pressure, multitask and turn around urgent requests quickly
  • Excellent written and verbal communication skills
  • Business sense - ability to make independent decisions using sound business judgment to enable effective prioritization, and information gathering to facilitate decision making
  • Commitment to excellence - perform duties at the highest level possible on a consistent basis; detailed oriented with excellent planning skills
  • Ability to maintain confidentiality at all times and on a wide range of issues.
  • Demonstrates ability to be proactive, take initiative, exercise good judgment, discretion and confidentiality in all tasks
  • Strong customer service orientation with a flexible and willing ‘can do’ attitude
  • Willingness to provide support outside of regular business hours, as required

#LI-OTPP, #LI-ER1, #LI-Hybrid

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