Executive Assistant, Risk (12 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 Chief of Staff in the Chief Risk Office, the Executive Assistant provides confidential administrative support to the Chief of Staff and Vice-President Team of the Risk & Internal Audit (IA) Division. This person will possess or gather a thorough knowledge and understanding of the Risk Division, and of all aspects of divisional responsibilities.

The Executive Assistant will work closely with the Executive Assistant, Chief Risk Officer to foster a collaborative and welcoming team environment. The EA will actively participate in all educational and administrative improvement initiatives and provide backup services to the Executive Assistant, Chief Risk Officer.

Note: This is a contract position for 12 months.

Responsibilities and Accountabilities:

• Executive Administrative Support: Provide comprehensive administrative support to the Risk Management VP team, including heavy calendar management support, travel arrangements, conference and event registration, PowerPoint presentation and Memo correspondence, etc.

• Organize and prepare correspondence for Leader meetings

• Committee Secretariat (FRM); agenda compilation, minute taking, post-meeting action list preparation and dissemination; work collaboratively and efficiently with other Committee Secretaries

• Onboarding and offboarding of team members, maintain distribution lists, organizational charts, Microsoft Team Channels, staff lists, etc.

• Maintain and organize risk management documentation and ensuring all files are up-to-date

• Finance management: expenses, invoices, accruals

• Participate as an active member of the Risk & IA EDI working group; organize EDI activities in addition to team lunch & learns

• Act as point of contact for external subscription renewals

• Facilitate communication within the Risk Management team and with other departments, ensuring clear and timely information flow in collaboration with the Executive Assistant.

• Assist in the preparation of regular risk management reports, presentations, and other documentation as required.

• Coordinate the logistics of risk-related training sessions, workshops, and events.

• Support the Executive Assistant, Risk & Internal Audit Division, as required

• Coordinate team-building events, in-person divisional events, etc.

• Collaborate with other divisional Executive Assistant’s with enterprise-wide events and campaigns 

Skills and Abilities

• University or college education or equivalent

• 4 - 5 years Executive administrative support experience in a corporate business environment at the senior level

• Demonstrated experience in project management, multi-tasking, and coordination

• Excellent oral and written communication skills to interact with individuals at all levels

• Advanced MS Office software skills; must be an expert in Outlook, PowerPoint, Word, Excel

• Attention to detail, commitment to thoroughness and timeliness

• High level of professionalism and ability to work in an environment where a high level of confidentiality, tact, accuracy, quality and time sensitivity is essential

• Ability to work independently with minimum direction while keeping the SVP informed of potential problems or sensitive issues

• Experience supporting Risk departments would be an asset

• Strong writing skills are essential - including correspondence, reports, presentations and minute-taking

• Collaborative and creative with a desire to make a positive contribution to the division, cross-divisional teams and the organization

• Proactive and client service focused (internal and external) with excellent problem-solving skills

• Understanding of fiduciary responsibility and budgetary management experience

• Committed to all of HOOPPs values: Trustworthy, Accountable, Compassionate