Executive Assistant, Government & Public Affairs

Executive Assistant, Government & Public Affairs

The opportunity

The Government Relations and Public Affairs (GPA) team plays a crucial role in shaping and influencing public policy, legislation, and regulation to protect and enhance Teachers' interests. Some of the key responsibilities for the GPA team include policy advocacy, stakeholder engagement, and monitoring and analysis of political and regulatory development. Overall, the government relations team acts as a trusted advisor, proactively engaging with governments to protect and enhance the organization's reputation and returns.

As an Executive Assistant (EA) for GPA team, you will function with minimal supervision and require a high degree of independence, tact, initiative, discretion and judgment. Responsibilities include managing calendars; coordinating meetings; making conference and travel arrangements; compiling, editing and finalizing presentations; coordinating expenses and planning team activities and events.

Who you'll work with

You will report directly to Managing Director, Government & Public Affairs and provide support to the entire GPA team.

What you'll do

• Extensive calendar management for the entire GPA team that includes a high volume of meeting requests of varying complexity with internal and external participants

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

• Take meeting minutes, as required

• Manage global travel arrangements for the entire GPA team

• Manage group registrations for conferences, flights and hotels for the department

• Process and record invoices for the GPA department

• Prepare monthly expense reports

• Plan and coordinate offsite meetings and team events

• Review and prioritize incoming correspondence for the entire GPA team

• Greet visitors and answer general inquiries

• Manage the department’s filing system

• Arrange for catering for team meetings and events

• 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

• Languages (French, Spanish, Mandarin) are assets

• High EQ and ability to manage stakeholders

• Great interpersonal and communication skills

• 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

• 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

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

#LI-ER1

#LI-Hybrid

What we’re offering

• Pay-for-performance environment that offers competitive salary and incentive

• Numerous opportunities for professional growth and development

• Comprehensive employer paid benefits coverage

• Retirement income through a defined benefit pension plan

• The opportunity to invest back into the fund through our Deferred Incentive Program

• A flexible/hybrid work environment combining in office collaboration and remote working

• Competitive time off

• Our Flexible Travel Program gives you the option to work abroad in another region/country for up to a month each year

• Employee discount programs including Edvantage and Perkopolis

At Ontario Teachers', diversity is one of our core strengths. We take pride in ensuring that the people we hire and the culture we create, reflect and embrace diversity of thought, background and experience. Through our Diversity, Equity and Inclusion strategy and our Employee Resource Groups (ERGs), we celebrate diversity and foster inclusion through events for colleagues to connect for professional development, networking & mentoring. We are building an inclusive and equitable workplace where our talent is respected, accepted and empowered to be themselves. To learn more about our commitment to Diversity, Equity and Inclusion, check out Life at Teachers'.

How to apply

Are you ready to pursue new challenges and take your career to the next level? Apply today! You may be invited to complete a pre-recorded digital interview as part of your application.

Accommodations are available upon request (peopleandculture@otpp.com) for candidates with a disability taking part in the recruitment process and once hired.

Candidates must be legally entitled to work in the country where this role is located.

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