Senior Executive Assistant

Senior Executive Assistant

The opportunity

Are you an experienced Senior Executive Assistant with a flair for providing administrative support to senior executives? Join our dynamic team as we seek a driven professional to support our Chief People Officer. This is your chance to work at the heart of our organization driving impactful initiatives. With unparalleled exposure to high-level operations, you'll manage complex schedules, support with projects, coordinate high-stakes meetings, and be a central point in executive communication. If you're detail-oriented, proactive, and thrive in a fast-paced environment, this is the opportunity to make your mark and grow alongside industry leaders.

Who you’ll work with

You will report to the Chief People Officer, People & Culture and provide support to the People & Culture Leadership Team, as required. You will also interact with internal and external stakeholders at all levels.

What you’ll do

• Support the Chief People Officer to keep her well informed of upcoming commitments and responsibilities, proactively anticipating needs

• Prioritize conflicting needs; handle matters expeditiously, proactively, and follow-through on projects to successful completion, often with deadline pressures.

• Proactively create and maintain effective workflow and communications which includes the handling of a variety of projects and tasks simultaneously.

• Provide assistance in handling intricate projects that involve coordination among various stakeholders.

• Develop, edit, and finalize documents and presentation materials for review, often on short notice

• Coordinate complex international travel itineraries, as required

• Work in collaboration with other administrators in the department to ensure consistency in process

• Plan meetings and events, including budget management, site selection, catering and prepare monthly expense reports.

• Actively manage complex calendar using knowledge of organizational and divisional timelines and priorities to effectively manage demand for time

• Proactively handle, schedule and coordinate priorities; identify and indicate items requiring urgent action and prioritizing other matters, including preparation/coordination of materials for board meetings

• Build internal and external relationships crucial to the success of the organization and the Chief People Officer. Develop deep understanding of the business units and departments across the organization.

• Act as liaison between the Chief People Officer and partners at all levels both within and outside of OTPP including board members

• Respond to external and internal enquiries affectively using tact, diplomacy and judgment

• Exercise discretion with a clear grasp of business urgency and priorities, often multitasking with minimal guidance.

• Perform other duties as assigned

What you'll need

• A minimum of 10 years of administrative assistance support at Executive level

• Excellent MS Office Skills: Word, Excel and PowerPoint, ability to keep up to date with new technology

• Practical hand-on experience managing projects

• Ability to maintain discretion and confidentiality at all times on a wide range of issues

• Ability to identify and prioritize items requiring immediate action, along with any pertinent information to facilitate decision making

• Strong customer service orientation; a flexible and willing ‘can do’ attitude

• Ability to be diplomatic, tactful and use discretion in all situations with all levels of business partners

• Proven ability to work independently on multiple tasks while demonstrating initiative

• Demonstrated good judgment and creative analytical skills

• Experience in an HR administrative capacity is an asset

• Experience in managing a senior executive’s calendar using knowledge of organizational and divisional priorities to effectively manage demand for time

• Excellent time-management, interpersonal skills and ability to handle multiple tasks in a dynamic environment

• Willingness to provide support outside of regular business hours when necessary

• May be required to support the divisional budget process

#LI-VN, #LI-Hybrid

What we’re offering

• Pay-for-performance environment that offers competitive salary and incentive

• Numerous opportunities for professional growth and development

• Comprehensive employer paid benefits coverage

• Retirement income through a defined benefit pension plan

• The opportunity to invest back into the fund through our Deferred Incentive Program

• A flexible/hybrid work environment combining in office collaboration and remote working

• Competitive time off

• Our Flexible Travel Program gives you the option to work abroad in another region/country for up to a month each year

• Employee discount programs including Edvantage and Perkopolis

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'.

How to apply

Are you ready to pursue new challenges and take your career to the next level? Apply today! You may be invited to complete a pre-recorded digital interview as part of your application.

Accommodations are available upon request (peopleandculture@otpp.com) for candidates with a disability taking part in the recruitment process and once hired.

Candidates must be legally entitled to work in the country where this role is located.

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