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About the Role

We are seeking a highly organized and proactive Executive Assistant experienced in providing confidential, executive-level administrative support to senior leaders. The incumbent will manage complex priorities, coordinate cross-functional initiatives/projects, and serve as a trusted team member to leadership while maintaining professionalism, discretion, and operational efficiency. This role also supports the Human Resources Committee (HRC) of the Board of Directors and will act as a back-up for one or more Board Committees and the overall Board administration.

Responsibilities

Provide high-quality administrative support to the CEO, including calendar management, correspondence, travel coordination, expense administration, and scheduling of meetings and appointments.
Coordinate meetings for the executive leadership team by preparing agendas and materials, attending meetings, recording minutes, and tracking action items to completion.
Prepare and coordinate executive reports, presentations, memorandums, and other materials, ensuring accuracy, quality, and timely delivery.
Respond to requests and inquiries in a professional and customer-focused manner.
Assist with company-wide events, meetings, training days, and special projects, including room bookings, technology setup, catering, and logistics.
Lead the planning and execution of quarterly Town Halls assuming the Town Hall Committee Chair responsibilities.
Support Board's Human Resources Committee activities, including report preparation, meeting administration, board portal management, and governance documentation.
Provide administrative support to the HR Team, including preparing communications and coordinating meetings.
Contribute to ongoing HR projects and initiatives.
Coordinate the annual recruitment and administration of staff-led committees, maintaining membership records and serving as a liaison between committees and the Executive Leadership Team.
Participate and contribute to company-wide projects.
Provide backup support to the Office Manager as required.

Requirements

Minimum of 5 years of on-the-job experience as an Executive Assistant and/or performing similar administrative and operational duties with regard to leadership and/or board of directors support.
Experience within the financial services/mutual fund industry would be considered a strong asset.

Skills

Superior written/verbal communication and interpersonal skills
Strong attention to detail
Flexibility to adapt to changing situations
Excellent time management and prioritization skills
Strong organizational and project management skills
Ability to handle confidential information with a high degree of discretion
Proactive, self-starter capable of working without close supervision or daily guidance
Strong technical skills in Microsoft Teams, Outlook, Word, Excel, and PowerPoint

Location

Hybrid work environment

Work Type

Hybrid

Experience Level

5+ years

Education Level

University degree or college diploma in Business Administration or another relevant field
Canadian College for Leadership & Management - Certified Executive Assistance Professional (CEAP) certification is an asset

Salary/Compensations

$70,000 - $80,000
Plus annual Short-Term Incentive Plan (STIP) bonus

Benefits

Health Benefits Plan, including Extended Health, Dental & Vision coverage
Basic Life Insurance
Short-Term and Long-Term Disability Benefits
Employee Assistance Programs
Defined benefit pension plan
3 weeks of paid vacation
Other leave entitlements
2 paid Employee Choice days
Learning and development support
Experienced leaders to coach and empower employees
Supportive colleagues
Employee-led committees
Community Care program
Team building activities
Optional social events

About the Company

Owned by the Ontario Secondary School Teachers’ Federation (OSSTF), Educators Financial Group has been offering financial planning and a wide range of investing and lending products and services exclusively to education members and their families since 1975.
Recognized as one of the 2024 Best Workplaces™ in the Financial Services and Insurance sector.
Highly collaborative and supportive work environment with a focus on professional growth and development opportunities.

Equal Opportunity

We are committed to fostering an inclusive workforce that reflects the diversity of our clients and communities.
We actively seek and welcome applications from all qualified candidates who are inspired to deliver top-notch customer service and contribute to our company's success.
We strive to ensure that all recruiting and selection processes are non-discriminatory and barrier-free.
If you are selected for an interview and require accommodation, or if you require accommodation with respect to our materials or procedures at any time during the selection process, please notify us at careers@educatorsfinancialgroup.ca to ensure appropriate arrangements are made.
We value the participation of diverse talent with various backgrounds and experiences.
While voluntary, we encourage and welcome all candidates to self-identify during the application process.