Executive Administrative Assistant

Executive Administrative Assistant

Department : Private Markets Group Investment Division

Type : Permanent

Location : Toronto, ON

Posting Date : August 28, 2024

At OPTrust, 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 from London, Toronto, and Sydney makes a meaningful impact, our environment is fast paced, but we find time to have fun and give back to the community as well.

Our strength resides in our team members with different backgrounds and perspectives creating an inclusive and fulfilling place to work for everyone.

What OPTrust Offers You

Unique culture rooted in our core values collaboration and teamwork, integrity, respect, flexibility, and excellence and continuous improvement reflected across the team.

Dedicated business strategy for inclusion, diversity and equity with multiple, meaningful opportunities to participate.

Flexible, hybrid work model being implemented to balance the benefits of working from home and the collaborative teamwork experience in the office.

Membership in our world-class defined benefit pension plan.

A purpose-driven environment, including the opportunity to contribute to OPTrust’s climate change and responsible investing programs.

Professional development opportunities and learning initiatives including access to LinkedIn Learning, in-house speaker series, tuition reimbursement program and professional association memberships.

Comprehensive benefits package focused on your health and wellness, including dental, vision and extended health benefits.

Opportunity to take parental and adoptions leaves to spend time with family.

Competitive vacation package and time away from work such as work-life balance days.

If you strive for excellence and continuous improvement, value a collaborative and flexible team culture, and approach everything with integrity and respect, then we invite you to apply to join our team!

About the Role

The Executive Administrative Assistant will be responsible for providing administrative services to the Private Markets Group (PMG), to support executives and management staff, including Senior Managing Directors, Managing Directors, Directors and Principals.

The role will be performed both in the office and virtually, with the schedule to be discussed and agreed upon, with an expectation of an average of 3 days per week in the office.

The successful candidate will perform diverse functions to support the advancement of the PMG’s priorities. These include : liaising with internal and external stakeholders, service providers and business or investment partners;

leading the coordination of team activities, and undertaking other project support where required. This role is well-suited for a highly organized individual who enjoys working with others to advance several workstreams concurrently.

What You’ll Do

Receive and screen incoming calls for the Senior Managing Directors; handling inquiries as appropriate while maintaining confidentiality and discretion on all matters.

Coordinate meetings, including Board meetings, both hybrid and in person with internal and external contacts; including prospective and existing management and investment partners, consultants, advisors, and a variety of other parties.

Attend and take meeting minutes when required and assist in the preparation of materials for committee, Board or other meetings.

This includes booking meeting rooms, greeting visitors, arranging for, setting up and clearing food and beverages (e.g., coffee / tea) for meeting participants. as required.

Manage calendars and provide other support services, as necessary, for Senior Managing Directors, as well as other team members.

Enter data into CRM and deal management systems and manage bi-weekly and any other reports.

Prepare and distribute material for reports, presentations or meetings; ensuring adherence to established procedures and formats for presentation of material.

Work with the corporate travel to ensure travel arrangements are made for PMG employees, including flight arrangements, airport transfers, customs forms, work visas, accommodation etc.

Effectively handle any changes in travel plans.

Keep all group staff informed of new developments, team updates etc. and maintain a pulse on the group to see where there may be room to provide additional support.

Liaise with Office Managers in London and Sydney office, keeping them informed of any relevant team or corporate updates.

Perform accounting entries, reconciliation of expenses to produce reports and manage and process all invoices and expenses for Senior Managing Directors, Directors, Directors and Principals via Concur.

Invoice portfolio companies as appropriate at the direction of deal teams and in coordination with finance.

Coordinate social or other functions for the team. Work with outside parties when the event function is external. Provide recommendation for logistics, distribute event schedules and oversee all the event details as needed.

Work with Facilities, Digital and People Teams on planning and coordinating movement of staff, new hires, leaves and offboarding to ensure that any technology or access requirements are met.

Review and distribute all incoming mail / deliveries and oversee delivery of outgoing mail / deliveries.

Perform other administrative or operational duties as required, including support to other groups within OPTrust, such as vacation or meeting coverage.

What You Bring

4 years of administrative experience in a fast-paced organization. Experience in the financial services industry is an asset.

College or university degree preferred.

Demonstrated professional experience in organizational skills and ability to efficiently multi-task and prioritize work.

Proficient with Microsoft Office (i.e. Word, Excel, PowerPoint) and Adobe applications. Experience using CRM systems is an asset.

Takes initiative by bringing forward ideas that add value to the team.

Knowledge of financial software including Concur for the processing of expenses.

Demonstrated ability to communicate and interact effectively at all levels of the organization.

Discretion and good judgement required for dealing with sensitive and confidential matters.

Detail-oriented; effectively plans work through defining objectives and anticipating needs and priorities.

Effective written communication skills to compose a variety of correspondence and ensure accuracy of material.

Positive attitude with an ability to problem-solve.

Please submit your application via Workday by September 11, 2024.

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