Job Description
:The incumbent will be responsible for providing efficient and high-quality administrative support to senior leaders within the Client Experience Office’s (CXO) Digital and Client Experience organization, including the Vice President and Assistant Vice Presidents. The successful candidate will be a self-confident, pro-active, digital savvy, innovative thinker with superior organization and time management skills, and the ability to handle a variety of responsibilities.
The role is fast paced with multiple demands, coordination of multiple stakeholders and priorities, and requires a demonstrated regard for confidentiality and a high level of judgment.
What will you do?
Manage multiple calendars for senior leaders
Field calls and emails, determine nature of business, identify priorities and respond appropriately
Monitor e-mail and incoming mail - alerting to issues requiring immediate attention
Arrange and coordinate appointments and meetings and manage the conflicting demands and changes to schedules
Manage the budget and expenses for the senior leaders’ cost centres including expense reimbursement, payment of invoices, and budget reporting
Act as liaison with leaders, employees and external vendors representing the senior leaders
Compose some correspondence on behalf of the senior leaders
Coordinate travel arrangements and accompanying material
Manage team locations, book offices & meeting rooms (on site and off site) and arrange visitor notices
Purchase coordinator for the team; setting up purchase orders and processing invoices
Submit travel expenses on Expense Management System (Concur) on behalf of the leadership team
Provide coverage for other EA's during vacation time/absence
Internal Event Support:
Liaise with internal partners such as Event Services, Linguistics, Communications and Legal to coordinate planning activities and carry out activities
Program material support and maintenance such as agendas, presentations, job aids, certificates and checklists
Lead or assist with planning meetings;
Support or lead event planning for the team as appropriate
Event logistics research and booking including venues, meals, accommodation, equipment, transportation, materials, printing
Meeting scheduling and calendar invitations including capturing minutes and tracking action items
Pre and post event communications including pre-work, surveys, feedback summaries, capturing lessons learned and incorporating into future programs
Assist with development of project specific presentations, excel spreadsheets and word documentation to support various projects
Maintenance of the teams’ events calendar and meetings folder, as applicable
Pay all invoices, track and monitor expenditures and report on any variances may be required
What do you need to succeed?
Executive administrative assistant experience is preferred
Excellent time management and organizational skills with ability to manage conflicting priorities is required
Ability to anticipate and respond to needs in a fast-paced environment
Sound judgment with decision-making, negotiation and excellent communication skills
Ability to work independently with minimal direction and frequent interruptions
Comfortable in a fast-paced environment and solid comfort with digital technology
Requires the ability to handle highly sensitive and confidential information
Experience using multiple technology platforms including Microsoft Office Products, SharePoint, expense management and procurement platforms, etc.
Able to quickly learn and be proficient in understanding the overall Sun Life and Client Experience Office organizations
Ability to build relationships and work well with partners, clients and consultants
Must possess a high level of commitment and dedication to the role and team
What’s in it for you?
The opportunity to move along a variety of career paths with amazing networking potential
Flexible Benefits from the day you join to meet the needs of you and your family
We’re committed to creating an inclusive and respectful environment. Our goal is to make sure all our employees have the chance to live up to their full potential
We’re honoured to be recognized as a 2025 Best Workplaces in Ontario by Great Place to Work® Canada
We are thrilled to be recognized by Excellence Canada with their top-level certification, the Canada Order of Excellence for Mental Health at Work®, for prioritizing employee well-being, fostering a positive work culture, and achieving excellence in mental health
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