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About the Role

The Executive Assistant (EA) provides comprehensive support to the Investment Legal Counsel Team, requiring an understanding of the organization and its partners for maximum efficiency. This role operates with minimal supervision and demands a high degree of independence, tact, initiative, discretion, and judgment. The EA will manage administrative tasks including meeting and calendar coordination, correspondence and presentation finalization, conference logistics, and complex international travel arrangements.

Responsibilities

Extensive calendar management for the Investment Legal Counsel team, handling a high volume of complex meeting requests with internal and external participants.
Develop solid working relationships with peers within the organization and functional partners.
Work seamlessly with the departments Executive Assistant to proactively plan and facilitate the teams schedules.
Review and prioritize incoming correspondence (regular mail, email and phone calls), highlighting important issues and assembling pertinent background information.
Proactively identify inefficiencies and propose creative, technology-based solutions to ensure smooth team operations.
Compile and distribute pre-read meeting material, including coordinating agendas, special guests, delegates, and uploading materials to SharePoint, OneDrive, and Teams.
Act as a point person and develop good working relationships with other coordinators.
Review and process monthly expense submissions for multiple team members.
Arrange periodic international travel.
Submit and process invoices on the internal FSM system.
Coordinate team events and meetings as necessary.
Perform other related duties as required.

Requirements

Ideally 5 years of administrative support or related experience.
Advanced knowledge of Microsoft PowerPoint, Word, Excel, and Outlook.
Proficiency in leveraging AI tools.
Extensive experience managing a senior executive’s calendar, utilizing knowledge of organizational and divisional priorities to manage time effectively.
Ability to make independent decisions using sound business judgment for effective prioritization.
Ability to communicate complex matters concisely and simply.
Very detailed oriented with excellent planning skills.
Strong customer service orientation with a flexible and willing ‘can do’ attitude.
Ability to be diplomatic, tactful, and use discretion and confidentiality in all situations.
Ability to work with others at all levels and independently while demonstrating initiative.
Possess a high degree of flexibility with the ability to cope well under pressure, multitask, and turn around urgent requests quickly.
Candidates must be legally entitled to work in the country where this role is located.

Skills

Microsoft PowerPoint
Microsoft Word
Microsoft Excel
Microsoft Outlook
AI tools
Calendar management
Meeting coordination
Travel arrangements
Expense processing
Invoice processing
Communication
Planning
Customer service
Diplomacy
Tact
Discretion
Confidentiality
Initiative
Flexibility
Multitasking

Location

Hybrid

Work Type

Hybrid
Full-time

Experience Level

5 years of administrative support or related experience

Education Level

Degree in a related field is an asset

Salary/Compensations

$60,000 - $95,000

Benefits

Pay-for-performance with base salary and annual incentive
Numerous opportunities for professional growth and development
Comprehensive employer paid benefits coverage
Retirement income through a defined benefit pension plan
Deferred Incentive Program
Competitive time off
Flexible Travel Program (option to work abroad for up to a month each year)
Employee discount programs (Edvantage and Perkopolis)
Accommodations available upon request for candidates with a disability

About the Company

At Ontario Teachers', diversity is one of our core strengths. We take pride in ensuring that the people we hire and the culture we create, reflect and embrace diversity of thought, background and experience. Through our Diversity, Equity and Inclusion strategy and our Employee Resource Groups (ERGs), we celebrate diversity and foster inclusion through events for colleagues to connect for professional development, networking & mentoring. We are building an inclusive and equitable workplace where our talent is respected, accepted and empowered to be themselves. To learn more about our commitment to Diversity, Equity and Inclusion, check out Life at Teachers'.

Equal Opportunity

Ontario Teachers' may use AI-based tools to assist in screening and assessing applicants for this position. These tools may help us identify candidates whose skills and experience align with Ontario Teachers’ objectives by analyzing information provided in resumes and applications. Our use of AI does not replace human decision-making.