Administrative Assistant, Plan Services (14-month contract)

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

• membership in HOOPP’s world class defined benefit pension plan, which can serve as an important part of your retirement security

• competitive, 100% company-paid extended health and dental benefits for permanent employees, including coverage supporting our team's diversity and mental health (e.g., gender affirmation, fertility and drug treatment, psychological support benefits of $2,500 per year, parental leave top-up, and a health spending account).

• optional post-retirement health and dental benefits subsidized at 50%

• yoga classes, meditation workshops, nutritional consultations, and wellness seminars

• 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 Head of Plan Services, the Administrative Assistant is responsible for providing administrative support primarily to the Head of Plan Services as well as to the senior management team within Plan Services.  The administrative support includes calendar management, preparation of meeting materials, presentations, correspondence and other general administrative responsibilities. 

The ideal candidate is resourceful, takes initiative, is a good problem solver and well-organized.  They enjoy collaborating with others, are service oriented and have the ability to work in a confidential manner with a high degree of discretion.

What you will do:

Administrative Support

• Co-ordinates the day-to-day administration and support of the Head of Plan Services and the senior management team within Plan Services.

• Maintains the strictest level of confidentiality and discretion with respect to all aspects of work performed by the Head of Plan Services and the senior leadership team.

• Co-ordinates internal and external meetings, including the preparation of meeting materials, presentations and facility logistics, ensuring that all necessary background information, materials and research (as required) are gathered prior to meetings/appointments.

• Maintains and co-ordinates the Head of Plan Services daily calendar

• Co-ordinates conference and seminar registrations for Plan Services staff including travel arrangements (e.g. flight, accommodations, car rental, meals, etc.).

• Updates and maintains accurate mailing lists, project documentation, information, and departmental files and filing system (electronic and paper).

• Processes and manages the time and attendance for the Plan Services management team.

• Performs a variety of other administrative duties and support as required. 

Communications and Meeting Co-ordination

• Works closely with the other Administrative Assistants within Plan Operations to ensure the coordination and alignment of Plan Services activities with that of the Division and broader organization.

• Interacts with all levels of staff within the organization to expedite action on behalf of the Head of Plan Services.

• Receives inquiries and determines urgency of attention to Head of Plan Services or other management within Plan Services.

• Assists with co-ordination of meeting materials including presentations, reports, agendas, and minutes.

• Organizes and coordinates any sessions, forums, meetings and other types of special events/functions for Plan Services.

• Composes and prepares memos and other correspondence as necessary.

• Disseminates information as necessary.

• Prepares agendas, attends meetings for minute taking and tracking of action items and follow-up as required.

• Performs a variety of other administrative duties and support as required.

What you bring:

• College degree or equivalent

• A minimum of 5 years administrative assistant experience in a corporate environment

• Client service orientation, with strong verbal and written communication skills

• Excellent time management skills and the ability to prioritize work

• Attention to details and problem-solving skills

• Excellent written and verbal communication skills

• Strong organizational skills with the ability to multi-task

• Ability to make decisions and take initiative

• Collaborative team player

• Proficient in MS Office with expertise in Microsoft Word, PowerPoint and Excel