Senior Executive Assistant, Office CEO

Senior Executive Assistant, Office of the CEO

The Senior Executive Assistant within the CEO Office is responsible for providing comprehensive support to the CEO, Chief of Staff and Manager. This dynamic position will function with minimal supervision, tact, discretion, and discernment, requires the ability to anticipate needs, think critically, and offer solutions to problems with an elevated level of professionalism and confidentiality.

The Senior Executive Assistant within the CEO Office is responsible for providing comprehensive support to the CEO, Chief of Staff and Manager. This dynamic position will function with minimal supervision, tact, discretion, and discernment, requires the ability to anticipate needs, think critically, and offer solutions to problems with an elevated level of professionalism and confidentiality.

You will work with internal and external contacts at all levels. Contacts will include Board members and Board Secretariat team, Executive Team, and Executive Team EAs, OTPP staff at all levels; other external contacts such as external EAs, vendors, providers, and travel agency staff.

• Assists the Office Manager in providing sophisticated calendar management by prioritizing inquiries and requests; make judgement and recommendations
• Works closely and effectively with the Office Manager to keep the CEO well informed of upcoming commitments and responsibilities, following up appropriately
• Prioritizes conflicting needs; handles matters expeditiously, proactively. Follows-through on projects to successful completion, often with deadline pressures
• Coordinates complex travel arrangements and prepares expenses for the CEO
• Manages the CEO contacts

• Supports the day-to-day activities of the Chief of Staff
• Manages the Chief of Staff calendar & CEO Office calendar (Board sessions, events, trips)
• Prepares, gathers, and relays confidential information and material on a daily basis. Ensures security and confidentiality of data
• Working closely with the Office Manager plan meetings, lunches, events and off‑sites for the Executive Team and Board including budget management, site selection, technology requirements and catering
• Coordinate/arrange complex travel arrangements for the CEO Office staff and Board
• Prepare draft of minutes at the Executive Team meetings
• Develop, edit, and finalize documents and presentation materials; often on short notice
• Prepare expense reports for the CEO Office staff and Board
• Process invoices and tracks all expenses against the approved budgets – CEO Office & Board
• Proactively creates and maintains effective workflow and communications which includes the handling of a variety of projects and tasks simultaneously
• Responds to phone, email and in person enquiries – providing general information and referring enquiries to appropriate sources based on priorities, procedures, protocols, and personnel
• Supports OTPP Board the Board Secretariat Team with administrative duties such as calendar, catering and expense management as required
• Serves as a back up to the Office Manager and Board Coordinator and performs other duties as required

• Knowledge and understanding of the business units and departments, especially the ones that work/interact with the CEO
• Establish relationships within Teachers’, OTPP Board and external contacts to ensure the continued success of the organization and consistency in process
• Meet and greet guests at Reception and escort to appropriate meeting room
• Supports the day-to-day activities of the CEO, Chief of Staff and Manager, Office of the CEO

• Manage multiple tasks in a fast-moving environment
• Establish priorities quickly and juggle competing priorities on an ongoing basis
• Maintain the utmost discretion and confidentiality
• In consultation with the Manager, ability to make decisions using sound business judgment
• Must be able to communicate complex matters in a concise and simplified way
• Must have excellent coordination and planning skills
• Must be highly detailed oriented at all times
• Able to turn around urgent requests quickly
• Must have a high degree of flexibility; must…