Senior Executive Assistant - 18-month contract

The Senior Executive Assistant (SEA) in the Portfolio Solutions Group provides high-level administrative and operational support to senior leaders within the department. This role demands exceptional organizational skills, the ability to prioritize competing demands, and the professionalism to effectively represent the department in interactions with internal and external stakeholders.

As a key liaison, the SEA ensures daily operations run smoothly and align with the department’s strategic goals. With unparalleled exposure to high-level operations, you will manage complex schedules, support critical projects, coordinate high-stakes meetings, and serve as a central point for executive communication. If you are detail-oriented, proactive, and thrive in a fast-paced environment, this role offers a unique opportunity to make a meaningful impact while growing alongside industry leaders.

Who you’ll work with

This role reports to the Executive Managing Director (EMD), Portfolio Solutions, and provides primary executive support to the Toronto-based Portfolio Solutions senior team, including coordination for a London-based senior leader while they are engaged in North American business activities. The role also supports additional senior team members within Portfolio Solutions, in partnership with other Executive Assistants across the various asset classes. You will work closely with administrative and operational support teams across the organization, as well as with internal and external stakeholders at all levels.

• Provide seamless calendar management, including scheduling and prioritizing meetings based on organizational and divisional priorities.

• Act as the primary point of contact for internal and external stakeholders, ensuring timely communication and resolution of inquiries.

• Prepare, proofread, and finalize correspondence, reports, presentations, and other materials as required.

• Coordinate all aspects of meetings, including preparing agendas, compiling pre-read materials, and attending meetings.

• Organize complex domestic and international travel plans, including itineraries, accommodations, and logistical details.

• Process and track monthly expense submissions and departmental invoices, ensuring accuracy and adherence to organizational policies.

• Collaborate with departmental leadership to support strategic initiatives such as annual business planning and budget tracking.

• Organize team offsites and departmental events, handling logistics, budget tracking, and vendor coordination, and other key initiatives.

• Build and maintain relationships across the organization and with external partners, to ensure collaboration and alignment.

• Respond to inquiries with tact and judgment, exercising discretion and maintaining confidentiality.

• Work closely with other administrators to ensure consistency in processes and best practices.

• Handle competing priorities, identify urgent matters, and anticipate the needs of senior leaders, including preparing for upcoming commitments.

• Serve as a bridge between the Portfolio Solutions Group and other departments, including CIO Office, Risk, Finance, and Communications, to ensure alignment on key priorities.

• Support onboarding processes for new hires and assist with training initiatives.

• Identify and implement efficiency improvements, leveraging technology-based solutions to enhance workflows.

What you'll need

• A minimum of 10 years of experience in a senior administrative support role.

• Advanced proficiency in Microsoft Office Suite (Outlook, PowerPoint, Excel, and Word) and proficiency with collaboration and productivity tools such as Teams, SharePoint, ChatGPT, and CoPilot, with the ability to adapt to and learn new technologies.

• Degree in a related field is an asset.

• Exceptional time management and organizational skills with strong attention to detail.

• Ability to communicate effectively and professionally with stakeholders at all levels.

• Strong problem-solving skills and the ability to manage competing priorities under tight deadlines.

• Willingness to provide support beyond regular business hours when necessary.

• Ability to always maintain discretion and confidentiality 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.

• 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.

What we’re offering

• Competitive compensation

• Numerous opportunities for professional growth and development

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

• 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.

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.

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