Executive Assistant

You are as unique as your background, experience and point of view. Here, you’ll be encouraged, empowered and challenged to be your best self. You'll work with dynamic colleagues - experts in their fields - who are eager to share their knowledge with you. Your leaders will inspire and help you reach your potential and soar to new heights. Every day, you'll have new and exciting opportunities to make life brighter for our Clients - who are at the heart of everything we do. Discover how you can make a difference in the lives of individuals, families and communities around the world.

Job Description:

The incumbent will be responsible for providing efficient and high-quality administrative support to senior leaders within the Client Experience Office’s (CXO) Digital and Client Experience organization, including the Vice President and Assistant Vice Presidents.   The successful candidate will be a self-confident, pro-active, digital savvy, innovative thinker with superior organization and time management skills, and the ability to handle a variety of responsibilities.  The role is fast paced with multiple demands, coordination of multiple stakeholders and priorities, and requires a demonstrated regard for confidentiality and a high level of judgment. 

What will you do?

• Manage multiple calendars for senior leaders

• Field calls and emails, determine nature of business, identify priorities and respond appropriately

• Monitor e-mail and incoming mail - alerting to issues requiring immediate attention

• Arrange and coordinate appointments and meetings and manage the conflicting demands and changes to schedules

• Manage the budget and expenses for the senior leaders’ cost centres including expense reimbursement, payment of invoices, and budget reporting

• Act as liaison with leaders, employees and external vendors representing the senior leaders

• Compose some correspondence on behalf of the senior leaders

• Coordinate travel arrangements and accompanying material

• Manage team locations, book offices & meeting rooms (on site and off site) and arrange visitor notices

• Purchase coordinator for the team; setting up purchase orders and processing invoices

• Submit travel expenses on Expense Management System (Concur) on behalf of the leadership team

• Provide coverage for other EA's during vacation time/absence

Internal Event Support:

• Liaise with internal partners such as Event Services, Linguistics, Communications and Legal to coordinate planning activities and carry out activities

• Program material support and maintenance such as agendas, presentations, job aids, certificates and checklists

• Lead or assist with planning meetings; Support or lead event planning for the team as appropriate

• Event logistics research and booking including venues, meals, accommodation, equipment, transportation, materials, printing

• Meeting scheduling and calendar invitations including capturing minutes and tracking action items

• Pre and post event communications including pre-work, surveys, feedback summaries, capturing lessons learned and incorporating into future programs

• Assist with development of project specific presentations, excel spreadsheets and word documentation to support various projects 

• Maintenance of the teams’ events calendar and meetings folder, as applicable

• Pay all invoices, track and monitor expenditures and report on any variances may be required

What do you need to succeed?

• Executive administrative assistant experience is preferred

• Excellent time management and organizational skills with ability to manage conflicting priorities is required

• Ability to anticipate and respond to needs in a fast-paced environment

• Sound judgment with decision-making, negotiation and excellent communication skills

• Ability to work independently with minimal direction and frequent interruptions

• Comfortable in a fast-paced environment and solid comfort with digital technology

• Requires the ability to handle highly sensitive and confidential information

• Experience using multiple technology platforms including Microsoft Office Products, SharePoint, expense management and procurement platforms, etc.

• Able to quickly learn and be proficient in understanding the overall Sun Life and Client Experience Office organizations

• Ability to build relationships and work well with partners, clients and consultants

• Must possess a high level of commitment and dedication to the role and team

What’s in it for you?

• The opportunity to move along a variety of career paths with amazing networking potential

• Flexible Benefits from the day you join to meet the needs of you and your family

• We’re committed to creating an inclusive and respectful environment. Our goal is to make sure all our employees have the chance to live up to their full potential

• We’re honoured to be recognized as a 2025 Best Workplaces in Ontario by Great Place to Work® Canada

• We are thrilled to be recognized by Excellence Canada with their top-level certification, the Canada Order of Excellence for Mental Health at Work®, for prioritizing employee well-being, fostering a positive work culture, and achieving excellence in mental health

*LI-MS

The Base Pay range is for the primary location for which the job is posted. It may vary depending on the work location of the successful candidate or other factors. In addition to Base Pay, eligible Sun Life employees participate in various incentive plans, payment under which is discretionary and subject to individual and company performance. Certain sales focused roles have sales incentive plans based on individual or group sales results.  

Diversity and inclusion have always been at the core of our values at Sun Life. A diverse workforce with wide perspectives and creative ideas benefits our Clients, the communities where we operate and all of us as colleagues. We welcome applications from qualified individuals from all backgrounds.

Persons with disabilities who need accommodation in the application process, or those needing job postings in an alternative format, may e-mail a request to [email protected].

We are proud to be a hybrid organization that offers our employees the choice and flexibility to work from both the office and virtually based on the needs of the business, our Clients and you! Several work options are available and can be discussed throughout the selection process depending on the role requirements and individual needs.

We may use artificial intelligence to support candidate sourcing, screening, interview scheduling.

We thank all applicants for showing an interest in this position. Only those selected for an interview will be contacted.

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