Executive Assistant

The Opportunity
Reporting to the Director and Senior Legal Counsel, Investments, the Executive Assistant (EA) is accountable for providing a full scope of support to the Investment Legal Counsel Team. The Executive Assistant will need a base understanding of the organization and its partners to ensure absolute 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 provide administrative support including managing / coordinating meetings and calendars; compile, edit and finalize correspondences and presentations; coordinate conference logistics and complex international travel arrangements.

Who You’ll Work With
In this position you will work alongside an Executive Assistant and represent the department and interact with internal and external business partners at all levels including administrative departments across the organization.

What You’ll Do

Extensive calendar management for the Investment Legal Counsel team that includes a high volume of meeting requests of varying complexity with internal and external participants

Responsible for developing 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 issues of importance for immediate attention and assembling all pertinent/background information to facilitate decision making

Proactively identifies inefficiencies and demonstrate creative, technology-based solutions to ensure the team runs smoothly

Compile and distribute pre-read meeting material; including coordinating the agenda, special guests, delegates and uploading material on to SharePoint, One Drive, Teams

Act as point person and develops a good working relationship 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

Other related duties as required

What you’ll need

Ideally 5 years of administrative support or related experience

Advanced knowledge of Microsoft PowerPoint, Word and Excel and Outlook

Degree in a related field is an asset

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

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

Ability to communicate complex matters in a concise and simplified way

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 with both internal and external partners

Ability to work with others at all levels and independently while demonstrating initiative

Possess a high degree of flexibility with ability to cope well under pressure, multitask and turn around urgent requests quickly

What we’re offering
Pay-for-performance with base salary and annual incentive based on individual and enterprise performance. The Base Salary range for this level is as follows: $60,000 - $95,000. Individual compensation and placement of this role in the range is based on different factors unique to each candidate, including but not limited to relevant experience, skills, demonstrated competencies, and internal equity as they relate to the role.

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 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

Functional Area

s
Administration

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