Reporting to the Executive Managing Director, Investments & Chief Investment Officer (CIO), the Executive Assistant (EA) is accountable for providing a full scope of support to the CIO including being the primary contact for those seeking information or access to the CIO, strategic/complex project management, and office management. You will need a base understanding of the organization and its partners to ensure high efficiency in carrying out their responsibilities.
This position will function with minimal supervision and requires a high degree of independence, tact, initiative, discretion and judgment. The EA will represent the CIO to internal and external parties and provide administrative support including coordinating meetings and calendars; compile, edit and finalize executive correspondences and presentations; coordinate conference logistics and complex international travel arrangements.
W ho you'll work with
In this position you will represent the CIO and interact with internal and external parties at all levels including administrative departments across the organization and Board Investment Committee members.
What you'll do
Extensive calendar management for the CIO that includes a high volume of meeting requests of varying complexity with internal and external participants
Responsible for developing solid working relationships with peer positions within the organization, functional partners, all levels of Investments division and EAs of external partners
Review and approve monthly expense submissions for multiple team members in Workday
Significant involvement in the preparation of letters, memos, emails, speeches, meeting agendas, reports, and slide presentations; proofreading all work to ensure accuracy and conformity to layout and format
Review and prioritize incoming correspondence (regular mail, email and phone calls) highlighting issues of importance for immediate attention and assembling all pertinent/background information to facilitate decision making
Coordinate the virtual Investments Town Hall for 300+ employees
Act as Committee Coordinator for the Board Investment Committee, divisional Investment Committees and other Executive level meetings. Provide high level administrative support including:
Ensure all Board agendas are complete, timelines are communicated, and all draft and final documents are gathered and in its final form
Facilitate any Special Investment Committee Board meetings, as needed
Coordinate pre-Board review meetings with Investment Committee Chair and Vice Chair
Maintain calendar invites to Investment Committee members
Compile and distribute pre-read meeting materials; including coordinating the agenda, special guests, delegates and uploading material
What you'll need
A minimum of 10 years of administrative support or related experience
Advanced knowledge of Microsoft PowerPoint, Word, Excel, Teams and Outlook
Degree in a related field is an asset
Ability to make independent decisions using sound business judgment to enable effective prioritization of items requiring immediate action, along with any pertinent information to facilitate decision making
Detailed oriented with excellent planning and organizational skills
Extensive experience managing a senior executive’s calendar using knowledge of organizational and divisional priorities to effectively manage the demand for time
Ability to work with others at all levels and independently while demonstrating initiative
What we're offering
Pay for performance environment that offers competitive salary and incentives
Numerous opportunities for professional growth and development
Comprehensive employer paid benefits coverage, including a Health Spending Account
Guaranteed retirement income through a defined benefit pension plan
Competitive time off
Discount programs including Edvantage and Perkopolis
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At Ontario Teachers', diversity is one of our core strengths. We are a globally minded organization and take pride ensuring that the people we hire and the culture we create reflect and celebrate diversity of thought, background and experience.
Accommodations are available upon request for candidates with a disability taking part in the recruitment process and once hired.
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 interview as part of the recruitment process. This will take no longer than 10 minutes.
We thank you for applying, however, only those selected to continue will be contacted. Note that candidates must be legally entitled to work in the country where this role is located.
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