Executive Assistant, Marketing & Communications

The Opportunity

Reporting to the Senior Managing Director (SMD), the Executive Assistant (EA) is accountable for providing a full scope of administrative support to the executive and serving as a primary contact for those seeking information, strategic / complex project management, and office management.

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; compiling, editing and finalizing executive correspondences and presentations; managing inbox (emails); coordinate conference logistics and complex international travel arrangements.

Who You’ll Work With

The Marketing & Communications department, part of the Strategy & Stakeholder Relations division, is responsible for building and protecting Ontario Teachers’ reputation with the investment community, talent, media, and other stakeholders. The department comprises external & internal communications, marketing, thought leadership, and community giving.

What You’ll Do

• Extensive calendar management

• Develop solid working relationships with peers within the organization

• Prepare meeting agendas, presentations, and minutes

• Arrange for catering for team meetings and events

• Review and prioritize incoming correspondence to facilitate decision making

• Proactively identify inefficiencies and demonstrate creative, technology-based solutions to support effectiveness of team

• Select proofreading of materials

• Ensure 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

• Review and process monthly expenses, primarily for SMD and MD but at times for others

• Arrange international travel

• Support team budget management, including submitting and processing invoices in the internal FSM system, managing new vendor setup, and maintaining records of all vendor contracts

• 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

• 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

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

• Possess a high degree of flexibility with ability to manage urgent requests quickly

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