Executive Administrative Assistant

Executive Administrative Assistant

Department: Strategy, Communications & Stakeholder Relations

Type: Contract - 6 months

Location: Toronto (Hybrid)

Posting Date: May 21st, 2025

At OPTrust, paying pensions today, preserving pensions for tomorrow is our mission and business.

When you choose OPTrust, you join a team of smart, talented people who fuel our success and have a passion for pensions. Everyone at OPTrust – in Toronto, London and Sydney – makes a meaningful impact. Our culture is driven by team members with different backgrounds and perspectives creating an inclusive and fulfilling place to work for everyone. We work in a fast-paced environment, but we find time to have fun and give back to the community.

What OPTrust offers you

• Unique culture rooted in our core values – collaboration and teamwork, integrity, respect, flexibility, excellence and continuous improvement.

• A purpose-driven environment where we all work towards the common goal of paying pensions today and preserving pensions for tomorrow.

• A flexible, hybrid work model.

• Benefits package after six months of consecutive employment.

• Optional membership in our world-class defined benefit pension plan.

• A dedicated inclusion, diversity and equity strategy with meaningful opportunities to participate, including our employee-led resource groups.

About the role

Reporting to the Vice President, Strategy, Communications and Stakeholder Relations (SCSR), this role provides administrative support to the SCSR management team and other team members as needed.

What you’ll do

Provides administrative services:

• Manages the Vice President’s agenda/calendar, and ensures all necessary information and reference material is available to them;

• Schedules meetings based on knowledge of the commitments of the Vice President, making changes as necessary and notifying concerned parties

• Organizes meetings on behalf of the management team with internal staff and/or with external contacts

• Coordinates arrangements for meetings such as booking meeting rooms, food service, special equipment; preparing and distributing related background material as appropriate

• Make travel arrangements for the management team, as required

• Processes expense submissions and invoices for the Vice President and management team via Concur or manually, monitoring the budget on an on-going basis to ensure expenditures are within established amounts

• Maintains tracking and bring forward systems to track correspondence, briefing material, appointments, presentations, engagements and reports; advising the Vice President of matters requiring attention

• Using Microsoft Office applications, produce correspondence, presentations and reports, ensuring adherence to established format and style

• Proofreads all material to ensure correct format and content, and accurate grammar, spelling and syntax;

• Assists in the compilation of material for reports or budgets

• Attends meetings, as required, to record minutes or notes, ensuring that all required materials are available

• Maintains up-to-date computerized and manual filing systems for the Vice President, ensuring the security of the files, maintaining summary lists and ensuring easy, accurate retrieval of information

Performs related duties:

• Supports the division in the organization and execution of internal events, such as town hall meetings

• Research and gather information as required to support the activities of the division

• Provides back up for other Executive Administrative Assistants

• Ensures clear understanding of and adherence to OPTrust’s policies, procedures and guidelines as well as living our values and fostering an inclusive culture.

• Performs other duties as assigned

What you bring

• Post secondary education in business, administration or a related field

• 4-5 years’ experience as an administrative assistant in a high-performance organisation, with at least two years at a senior level. Experience in the financial services industry is an asset.

• Highly proficient with Microsoft Office applications

• Detail-oriented; effective plans work through defining objectives and anticipating needs and priorities

• Excellent oral communication skills to liaise with contacts and respond to inquiries as needed

• Excellent organizational skills for handling several items at once and for event planning

• Written communication skills to compose a variety of correspondence and ensure accuracy of material

• Demonstrated high degrees of tact, diplomacy and discretion

• An excellent gatekeeper and effective administrator who professionally interacts with all levels of internal and external stakeholders

• Knowledge of office procedures to establish and maintain effective record-keeping and filing systems and office practices.

• Knowledge of operation and capabilities of computer equipment as well as of database and spreadsheet software to maintain information and produce reports.

• Ability to interface with all levels of staff, Board of Trustees, Plan Sponsors and other stakeholders

• Exemplify OPTrust’s values: collaboration and teamwork, integrity, respect, flexibility, excellence, and continuous improvement

Please submit your application via Workday by June 4th, 2025.

Serving a membership as diverse as ours and investing in a global market means cultivating an environment that embraces inclusion, diversity, and equity in everything we do. OPTrust is an organization engaged in building on our unique and diverse strengths. We know a diversity of backgrounds, cultures, gender identities and perspectives are critical to achieving our shared goals.

If you require accommodation at any time during the recruitment process, please send a message to [email protected], or discuss your needs with the Talent Acquisition Consultant during the telephone screening. We will do our best to work with you and provide appropriate accommodation.

As an organization we’re seeking ways to respond to the Truth and Reconciliation Commission of Canada’s Call to Action 92. We are working with the Canadian Council for Indigenous Business to build bridges with Indigenous communities and partners, and we have created an employee-led Reconciliation Working Group that will work with Indigenous experts to identify a path to reconciliation for our organization.

We thank all interested applicants, however only those under consideration will be contacted.