Executive Assistant, Total Fund Management

Posted 08 May 2024

Executive Assistant, Total Fund Management at Ontario Teachers' Pension Plan

Administration Full-time Toronto

Experience: Not specified
Salary Range: Not Specified

Close date: 07 June 2024

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Position Description

Executive Assistant, Total Fund Management

The opportunity

Executive Assistant (EA) is accountable for providing a full scope of support to senior investment professionals and their direct reports including being the primary contact for those seeking information, strategic / complex project management, and office management. The Executive Assistant will need a base understanding of the organization and its partners to ensure absolute efficiency in carrying out their responsibilities.

This position will function with minimal supervision and requires a high degree of independence, tact, initiative, discretion and judgment. The EA will represent the department to internal and external parties and provide administrative support including managing / coordinating meetings and calendars; compile, edit and finalize executive correspondences and presentations’ coordinate conference logistics and complex international travel arrangements.

This individual will report to the SMD, Treasury & Integration.

Who you'll work with

The Total Fund Management (TFM) department, part of the Investments division, is responsible for setting the investment plan for the total fund which involves portfolio construction of the asset mix, setting of the active risk budgets, and managing the balance sheet.

In this position you will work alongside a Sr. Executive Assistant and represent the department and interact with internal and external business partners at all levels including administrative departments across the organization.

What you'll do

  • Extensive calendar management for department leads that includes a high volume of meeting requests of varying complexity with internal and external participants.
  • Work seamlessly with the department’s Senior Executive Assistant (SEA) to proactively plan and facilitate the teams schedules
  • Significant involvement in the preparation of letters, memos, emails, speeches, meeting agendas, reports, and slide presentations; proofreading all work to ensure accuracy and conformity to layout and format.
  • Review and prioritize incoming correspondence (regular mail, email and phone calls) highlighting issues of importance for immediate attention and assembling all pertinent/background information to facilitate decision making.
  • Proactively identifies inefficiencies and demonstrate creative, technology-based solutions.
  • Provide high level administrative support including: Compile and distribute pre-read meeting material; including coordinating the agenda, special guests, delegates and uploading material on to SharePoint.
  • Attend, facilitate and take accurate meeting minutes.
  • Process monthly expense submissions for multiple team members
  • Arrange complex international travel.
  • Submit and process invoices on the internal FSM system.
  • Coordinate and manage annual team offsites and other team events as necessary.
  • 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

  • A minimum of 5 years of administrative support or related experience.
  • Advanced knowledge of Microsoft PowerPoint, Word and Excel and Outlook.
  • Degree in a related field is an asset.
  • Extensive experience managing a senior executive’s calendar using knowledge of organizational and divisional priorities to effectively manage demand for time.
  • Ability to make independent decisions using sound business judgment to enable effective prioritization of items requiring immediate action, along with any pertinent information to facilitate decision making.
  • Ability to communicate complex matters in a concise and simplified way.
  • Very detailed oriented with excellent planning skills.
  • Strong customer service orientation with a flexible and willing ‘can do’ attitude.
  • Ability to be diplomatic, tactful and use discretion and confidentiality in all situations with both internal and external partners.
  • Ability to work with others at all levels and independently while demonstrating initiative.
  • Possess a high degree of flexibility with ability to cope well under pressure, multitask and turn around urgent requests quickly.
  • Willingness to provide support outside of regular business hours when necessary.

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