Executive Assistant

Job Description

This is an opportunity to play an integral role in the team responsible for CPPIB’s accountability to stewards, global government relationships, stakeholder affairs, and navigation of geopolitical themes.

The Executive Assistant is responsible for providing day-to-day administrative support to the Managing Director, Head of Global Public Affairs as well as senior members of the Global Public Affairs team.

Responsibilities will include managing agendas and schedules for team meetings and major projects, managing calendars, meetings, expenses, events, presentations, travel, correspondence, and group / departmental initiatives.

This role is pivotal to the success of the broader team; this individual will participate in all team meetings and play a proactive role in coordinating among senior leaders and spotting areas for improved collaboration or more efficient processes.

This individual will be expected to liaise closely with counterparts in the Office of the CEO and other parts of the organization, and to establish good working relationships with counterparts in governments and elsewhere.

Role-specific Accountabilities :

• Provide general administrative support to the Head of Global Public Affairs and the wider team.
• Book and manage complex global travel arrangements, itineraries or other duties related to support professionals who travel globally.
• Manage calendars on behalf of executives, working with other departments to coordinate meeting booking.
• Co-ordinate, arrange and oversee department and group meeting and event planning process, as required. This may include external events, such as CPPIB’s biennial public meetings.
• Support the on-boarding of new staff joining the team.
• Support organization and management of external relationships.
• Support preparation and administration of Department-related budgeting matters, including Quarterly or monthly budget updates for senior team members.
• Work closely with external partners, assistants, vendors, and other stakeholders to schedule meetings or events.
• Administer the onboarding of new vendors and vendor invoice management.
• Work closely with other executive assistants and teams across the organization and department to increase efficiencies and provide overall departmental support.
• Support administrative management of expense reimbursement processes including providing guidance on both travel and non-travel expense eligibility requirements and procedures.
• Ensure team members are prepared for all meetings and carry forward action items.
• Be a CPP Investment ambassador by playing a key role in representing the team you support internally and externally. Conduct work in a professional, friendly, easily accessible, and approachable manner.
• Handle highly sensitive and confidential matters relating to the daily activity of the department and / or organization.
• Work cross functionally as part of a team with other members and departments.
• Accommodate and complete staff requests managing timelines and deliverables.

Qualifications

• College diploma or undergraduate degree is required.
• 5-10+ years of experience gained from fast-paced, professional environment
• Experience providing support to multiple professionals and managing competing priorities.
• Experience with complex calendar management, booking meetings, events, scheduling travel and managing expense reimbursement process.
• Working knowledge of MS Office (Word, Excel, PowerPoint, Outlook, Calendar) and comfort and interest in learning new applications.
• Experience administering and managing operating requests and approvals through communications tools, Excel-based tools, and bespoke workflow tools and applications
• Extremely motivated, eager to learn, adaptable, calm under pressure and professional.
• Highly proactive. Able to identify and take advantage of opportunities to : spot future issues and address them in advance;

identify new ways to make team processes more efficient; stay ahead of deadlines and ensure others do as well.

• Able and willing to work flexible hours, as required.
• Proven attention to accuracy and detail, highly organized with the ability to prioritize and multi-task.
• Exceptional (written and verbal) communication skills and interpersonal skills.
• Ability to work in a high performing culture, under pressure and with time-sensitive deadlines
• Personable, easily interacts with all types of personalities and at all levels with a high degree of professionalism.
• Proven ability to work independently as well as to perform effectively in a team-oriented and open-concept environment.
• Exemplify our Guiding Principles of Integrity, Partnership, and High Performance.

Additional Information

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At CPP Investments, we are committed to diversity and equitable access to employment opportunities based on ability.

We thank all applicants for their interest but will only contact candidates selected to advance in the hiring process.

Our Commitment to Inclusion and Diversity :

In addition to being dedicated to building a workforce that reflects diverse talent, we are committed to fostering an inclusive and accessible experience.

If you require an accommodation for any part of the recruitment process (including alternate formats of materials, accessible meeting rooms, etc.

please let us know and we will work with you to meet your needs.

Disclaimer :

CPP Investments does not accept resumes from employment placement agencies, head-hunters or recruitment suppliers that are not in a formal contractual arrangement with us.

Our recruitment supplier arrangements are restricted to specific hiring needs and do not include this or other web-site job postings.

Any resume or other information received from a supplier not approved by CPP Investments to provide resumes to this posting or web-site will be considered unsolicited and will not be considered.

CPP Investments will not pay any referral, placement or other fee for the supply of such unsolicited resumes or information.