Description:
Ontario Teachers' Pension Plan (OTPP) is seeking a skilled and organized Executive Assistant to support the Senior Managing Director (SMD) and senior investment professionals within the Global Investment Strategy (GIS) team. This role involves providing high-level administrative support, managing schedules, coordinating internal and external communications, and facilitating the smooth functioning of the office. The successful candidate will act as a key liaison between the SMD and internal/external stakeholders, representing the department with professionalism and discretion.
About the Department
The Global Investment Strategy (GIS) and Sustainable Investing (SI) department operates under the Strategy & Stakeholder Relations division. The team focuses on understanding critical global themes (such as climate change and sustainability), formulating strategic responses, and building trust with stakeholders such as governments, media, investors, and employees.
Key Responsibilities
- Calendar Management: Proactively manage and optimize the SMD’s calendar, ensuring efficient scheduling while balancing competing priorities.
- Communication Management: Handle incoming correspondence (emails, letters, phone calls), prioritize key items, and prepare responses or background materials to support decision-making.
- Document Preparation: Draft, edit, and proofread executive-level correspondence, presentations, reports, and meeting agendas.
- Meeting Coordination: Organize executive-level meetings, including compiling agendas, preparing pre-read materials, managing logistics, and taking accurate meeting minutes.
- Event Planning: Coordinate team offsites and other departmental events.
- Travel Coordination: Arrange complex international travel for SMD and senior team members.
- Expense & Invoice Processing: Submit and track expense reports and invoices using internal systems.
- Collaboration: Work closely with a Senior Executive Assistant and other administrative professionals across the organization to ensure seamless support.
- Process Improvement: Identify opportunities for operational improvements and implement technology-based solutions to enhance efficiency.
- Confidentiality & Discretion: Handle sensitive information with the utmost professionalism, confidentiality, and discretion.
Required Qualifications
- Minimum of 5 years of administrative support experience, preferably supporting senior executives.
- Advanced proficiency in Microsoft PowerPoint, Word, Excel, and Outlook.
- Strong organizational skills with meticulous attention to detail.
- Excellent written and verbal communication skills, with an ability to simplify complex matters into clear messages.
- Demonstrated ability to prioritize, multi-task, and work effectively under pressure.
- Flexibility and adaptability to support urgent requests, including outside of regular business hours if necessary.
- Strong interpersonal skills, with the ability to work collaboratively across departments and levels.
- Proven track record of working with discretion and maintaining confidentiality.
Preferred Qualifications
- Degree in a related field is an asset.
- Experience within financial services or investment management environments.
- Familiarity with SharePoint, OneDrive, and Teams for document management and collaboration.
- Experience supporting Board or executive-level committees.
What Ontario Teachers’ Offers
- Pay-for-performance environment offering a competitive salary and incentive program.
- Comprehensive benefits package, including employer-paid coverage and defined benefit pension plan.
- Professional development opportunities and career advancement programs.
- Flexible/hybrid work environment, allowing a mix of in-office and remote work.
- Generous time off and vacation policy.
- Flexible Travel Program, allowing up to a month of remote work abroad annually.
- Employee discounts through Edvantage and Perkopolis.
Diversity & Inclusion Commitment
Ontario Teachers’ is committed to building an inclusive, equitable, and diverse workplace. Through dedicated Diversity, Equity, and Inclusion (DEI) strategies and Employee Resource Groups (ERGs), the organization fosters an environment where everyone can thrive.
How to Apply