Executive Assistant

Reporting to the Director and Senior Legal Counsel, Investments, the Executive Assistant (EA) is accountable for providing a full scope of support to the Investment Legal Counsel Team. 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 provide administrative support including managing / coordinating meetings and calendars; compile, edit and finalize correspondences and presentations; coordinate conference logistics and complex international travel arrangements.

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

• Extensive calendar management for the Investment Legal Counsel team 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 and functional partners

• Work seamlessly with the departments Executive Assistant to proactively plan and facilitate the teams schedules

• Significant involvement in the preparation of letters, memos, emails, 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 team runs smoothly

• 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

• Review and process monthly expense submissions for multiple team members

• Arrange periodic international travel

• Submit and process invoices on the internal FSM system

• Coordinate team events and meetings as necessary

• Other related duties as required

• Ideally 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