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OMERS Private Capital team is hiring an Executive Assistant located in our Toronto office. The individual will report to the Senior Managing Director and Head of Legal and will be supporting them, three Managing Directors and their respective teams. The Executive Assistant will work independently and perform duties with minimum supervision in accordance with general instruction and some standardized procedures. This is for an 18 month contract.
As a member of this team, you will be responsible for:
- Provide a full range of confidential administrative services for a senior leader and their team, while ensuring quality service and professionalism at every interaction
- Meeting management which includes scheduling, preparing agendas, taking minutes and documenting action items at leadership team meetings, strategic sessions and applicable boards the leader is involved in
- Preparation and coordination of meetings and events such as all-team Town Halls, Leadership team meetings, offsites and other department-wide meetings
- Prepare reports, presentations, communications, and documents relating to matters of sensitive nature on behalf of the leader by identifying required information, conducting research and utilizing appropriate sources as required
- Proactively recommend enhancements to processes and issues to increase efficiencies and share best practices
- Manage, coordinate, and maintain a complex calendars with conflicting priorities
- Overseeing all incoming and outgoing communications, including emails, phone calls, reports, and internal correspondence
- Prioritizes and organizes workload of the leader to ensure items that are critical to the business and to key stakeholders are on the agenda
- Build strong relationships across the organization, including partnering with internal and external stakeholders
- Prioritize conflicting needs, troubleshoot, handle matters expeditiously, proactively and follow-through on projects
- Execute and assist with projects and special assignments by establishing objectives, determining priorities, managing time, monitoring progress, problem-solving and adjusting plans as required
- Administration of confidential files and presentations
- Apply appropriate due diligence ensuring accuracy in preparing and promptly completing all required documents including reports for the ELT, the Board, Committees, etc.
- Managing invoices, budget reports including monitoring and analyzing budgets, expenses and year end accruals
- Perform diverse range of tasks that involve a range of complexity with autonomy and discretion to make decisions within well-defined parameters
- Be an effective teammate and flexible in adjusting to changing work priorities
- Participate fully as a member of the team and contribute to a positive and inclusive work environment
- Coordinate extensive and sometimes complex domestic and international travel arrangements, hotels and itineraries.
- Plan and coordinate for onsite and offsite meetings, meeting rooms, special functions and events including logistics such as location, meals, technology, communication, materials and RSVP’s.
- General office duties with may include ordering catering, printing of documents, document editing, mail distribution, greeting guests, etc.
To succeed in this role, you have:
- 5+ years’ experience supporting a senior individual or teams in a large, complex, international organization
- A post-secondary education (college or university) is preferred
- Excellent computer literacy, MS Office Suite experience and digital tools experience including MS Teams, SharePoint etc.
- Works extremely well under pressure with the ability to meet tight deadlines while maintaining attention to detail
- Demonstrate superior customer service skills and professionalism when partnering with all levels and external stakeholders.
- Demonstrated strength in time management and organizational skills with the ability to multi-task in a fast paced and demanding environment.
- Demonstrate the ability to prioritize, multi-task, and work independently with minimal direction and proficiency in dealing with ambiguity
- Detail oriented when writing and editing business documents, communications and presentations
- Proactively resolve any issues in a professional and calm manner.
- Exercises high levels of discretion and judgment to deal with sensitive and confidential materials and matters
- Possess exceptional interpersonal, influential, verbal and written communication skills
- Drive to achieve results and continuously strive to deliver the highest performance through creative thinking
- Demonstrate the ability to be a proactive and independent thinker to make judgement calls
- Resiliency, resourceful and flexible in adapting to changes to the leader’s accountabilities, projects, and priorities and able to devise contingency plans as needed
- Thrive in dynamic organizations that constantly evolve and adapt
- Experience in mentoring or supervising other administrative professionals is an asset
- Have flexibility to work extra hours on occasion and sometimes on short notice
This posting is for an existing vacancy.
The expected salary range for this position is $80,000-105,000 per year.
You may also be eligible to receive an annual Incentive Award pursuant to our Short-term Incentive plan and our Long-Term Incentive plan (if applicable), and to participate in our group benefits and retirement plans – details on these elements of compensation are included within OMERS & Oxford offer letters.
As one of Canada’s largest defined benefit pension plans, our people-first culture is at its best when our workforce reflects the communities where we live and work — and the members we proudly serve.
From hire to retire, we are an equal opportunity employer committed to an inclusive, barrier-free recruitment and selection process that extends all the way through your employee experience. This sense of belonging and connection is cultivated up, down and across our global organization thanks to our vast network of Employee Resource Groups with executive leader sponsorship, our Purpose@Work committee and employee recognition programs.
Artificial intelligence (AI) tools are used to support certain stages of the OMERS recruitment process. While AI assists us in our process, human judgment and decision-making remain central to our candidate experience.
