Executive Assistant

You are as unique as your background, experience and point of view. Here, you’ll be encouraged, empowered and challenged to be your best self. You'll work with dynamic colleagues - experts in their fields - who are eager to share their knowledge with you. Your leaders will inspire and help you reach your potential and soar to new heights. Every day, you'll have new and exciting opportunities to make life brighter for our Clients - who are at the heart of everything we do. Discover how you can make a difference in the lives of individuals, families and communities around the world.

Job Description:

The incumbent will be responsible for providing efficient and high quality administrative support to the Regional Vice-President for the Southern Ontario Region. The successful candidate will be a self-confident, pro-active, innovative thinker with superior organization and time management skills, and the ability to handle a variety of responsibilities. The role is fast paced with multiple demands and requires a demonstrated regard for confidentiality and a high level of judgment.

What will you do?

• Fields calls, determines nature of business, identifies priorities and responds appropriately
• Monitor e-mail and incoming mail - alerting to issues requiring immediate attention
• Arrange and coordinate appointments and meetings and manage the conflicting demands and changes to schedules
• Manages the budget and expenses for the RVP’s cost centres including expense reimbursement, payment of invoices, and budget reporting
• Act as liaison with leaders, employees and external contacts representing the VP
• Arrange visitor notices and greets visitors
• Composes some correspondence on behalf of the RVP
• Coordinate travel arrangements and accompanying material
• Submit travel expenses on Expense Management System (Concur) on behalf of the team
• Coordinates business events and meetings sometimes at offsite locations
• Participate in meetings as required to capture key decisions and action items for execution or follow up

Internal Event Support:

• Liaise with internal partners such as Internal Conference Services, Linguistics, Communications and Legal to coordinate planning activities and carry out activities
• Program material support and maintenance such as agendas, presentations, job aids, certificates and checklists
• Lead or assist with planning meetings
• Event logistics research and booking including venues, meals, accommodation, equipment, transportation, materials, printing
• Meeting scheduling and calendar invitations including capturing minutes and tracking action items
• Pre and post event communications including pre-work, surveys, feedback summaries, capturing lessons learned and incorporating into future programs
• Assist with development of project specific presentations, excel spreadsheets and word documentation to support various projects
• Maintenance of Client Engagement events calendar and meetings folder, as applicable

What do you need to succeed?

• Executive administrative assistant and/or strong coordination, project management experience
• Strong interpersonal and collaboration skills
• Strong verbal and written communication skills
• Excellent organizational skills and ability to manage conflicting priorities
• Comfortable with productivity management, telecommunication and administration technology.
• Sound judgment and decision-making skills
• Ability to work effectively with little or no supervision, minimal direction and frequent interruptions
• Ability to make pro-active and effective decisions
• High regard for confidentiality
• Ability to work flexible hours, sometimes with little notice
• Experience using Excel, Word and PowerPoint. Ability to review, modify, and create PowerPoint presentations at an advanced level

What’s in it for you?

• Anchored to our Purpose, our Sustainability Plan has three pillars which represent the areas where we have the greatest opportunity to drive positive impact in society: increasing financial security, fostering healthier lives, and advancing sustainable investing.
• We’re committed to creating an inclusive and respectful environment. Our goal is to make sure all our employees have the chance to live up to their full potential.
• Opportunities to own your career development with programs to continuously learn, build skills, grow through coaching and more.
• Our unique Sabbatical Program gives you the opportunity to take up to 6 weeks off, every five years.
• In 2024, Sun Life ranked among the top 100 most sustainable global corporations by Corporate Knights for the 15th consecutive year, leading Canadian insurers.
• We are proud to be on the 2024 Best Workplaces in Canada list by Great Place to Work.
• We’re also listed as one of the Best Workplaces for Women and Best Workplaces with Most Trusted Executive Teams.

The Base Pay range is for the primary location for which the job is posted. It may vary depending on the work location of the successful candidate or other factors. In addition to Base Pay, eligible Sun Life employees participate in various incentive plans, payment under which is discretionary and subject to individual and company performance. Certain sales focused roles have sales incentive plans based on individual or group sales results.

Diversity and inclusion have always been at the core of our values at Sun Life. A diverse workforce with wide perspectives and creative ideas benefits our clients, the communities where we operate and all of us as colleagues. We welcome applications from qualified individuals from all backgrounds.

Persons with disabilities who need accommodation in the application process or those needing job postings in an alternative format may e-mail a request to thebrightside@sunlife.com.

At Sun Life we strive to create a flexible work environment where our employees are empowered to do their best work. Several flexible work options are available and can be discussed throughout the selection process depending on the role requirements and individual needs.

We thank all applicants for showing an interest in this position. Only those selected for an interview will be contacted.

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