Executive Assistant, Global Investment Strategy

Executive Assistant, Global Investment Strategy (GIS)

The opportunity

Reporting to the Senior Managing Director (SMD), the Executive Assistant (EA) is accountable for providing a full scope of support to the executive and senior investment professionals including being the primary contact for those seeking information, strategic / complex project management, and office management. The Executive Assistant will need a base understanding of the organization and its partners to ensure absolute efficiency in carrying out their responsibilities.

This position will function with minimal supervision and requires a high degree of independence, tact, initiative, discretion and judgment. The EA will represent the SMD and the department to internal and external parties and provide administrative support including managing / coordinating meetings and calendars; compile, edit and finalize executive correspondences and presentations; managing inbox (emails); coordinate conference logistics and complex international travel arrangements.

Who you'll work with

The Global Investment Strategy (GIS) and Sustainable Investing (SI) department, part of the Strategy & Stakeholder Relations division, is responsible for enhancing the understanding of critical global themes (including climate change, the energy transition, and sustainability), develop strategic response to them, and work to build and retain trust of a wide range of stakeholders including government, media, investors, and employees.

In this position you will work alongside a Senior Executive Assistant and represent the department and interact with internal and external business partners at all levels including administrative departments across the organization.

What you'll do

• Extensive calendar management for the Senior MDs and department leads that includes a high volume of meeting requests of varying complexity with internal and external participants

• Responsible for developing solid working relationships with peers within the organization, functional partners, all levels of investments division and EAs of external partners who are working with SMDs

• Work seamlessly with the departments Senior Executive Administrative Assistant (SEA) to proactively plan and facilitate the teams schedules

• Significant involvement in the preparation of letters, memos, emails, speeches, meeting agendas, reports, and slide presentations; proofreading all work to ensure accuracy and conformity to layout and format

• Review and prioritize incoming correspondence (regular mail, email and phone calls) highlighting issues of importance for immediate attention and assembling all pertinent/background information to facilitate decision making

• Proactively identifies inefficiencies and demonstrate creative, technology-based solutions to ensure the SMD’s office runs smoothly

• Act as a contributor for the Board Committee, divisional Committees and other Executive level meetings. Provide high level administrative support including:

• Ensure all meeting materials are complete, timelines are communicated, and all draft and final documents are gathered and in its final form. Working closely with the committee coordinators

• Compile and distribute pre-read meeting material; including coordinating the agenda, special guests, delegates and uploading material on to SharePoint, OneDrive, Teams

• Act as point person and develops a good working relationship with other coordinators

• Attend, facilitate and take accurate meeting minutes

• Review and process monthly expense submissions for multiple team members

• Arrange complex international travel

• Submit and process invoices on the internal FSM system

• Coordinate and manage annual team offsites and other team events as necessary

• Other related duties as required

What you'll need

• A minimum of 5 years of administrative support or related experience

• Advanced knowledge of Microsoft PowerPoint, Word and Excel and Outlook

• Degree in a related field is an asset

• Extensive experience managing a senior executive’s calendar using knowledge of organizational and divisional priorities to effectively manage demand for time

• Ability to make independent decisions using sound business judgment to enable effective prioritization of items requiring immediate action, along with any pertinent information to facilitate decision making

• Ability to communicate complex matters in a concise and simplified way

• Very detailed oriented with excellent planning skills

• Strong customer service orientation with a flexible and willing ‘can do’ attitude

• Ability to be diplomatic, tactful and use discretion and confidentiality in all situations with both internal and external partners

• Ability to work with others at all levels and independently while demonstrating initiative

• Possess a high degree of flexibility with ability to cope well under pressure, multitask and turn around urgent requests quickly

• Willingness to provide support outside of regular business hours when necessary
  

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