Senior Executive Assistant, Office of the CEO

Senior Executive Assistant, Office of the CEO

The opportunity

The Senior Executive Assistant within the CEO Office is responsible for providing comprehensive support to the CEO, Chief of Staff and Manager. This dynamic position will function with minimal supervision, tact, discretion, and discernment, requires the ability to anticipate needs, think critically, and offer solutions to problems with an elevated level of professionalism and confidentiality.

Who you’ll work with

You will work with internal and external contacts at all levels. Contacts will include Board members and Board Secretariat team, Executive Team, and Executive Team EAs, OTPP staff at all levels; other external contacts such as external EAs, vendors, providers, and travel agency staff.

What you’ll do

CEO Desk

• Assists the Office Manager in providing sophisticated calendar management by prioritizing inquiries and requests; make judgement and recommendations 

• Works closely and effectively with the Office Manager to keep the CEO well informed of upcoming commitments and responsibilities, following up appropriately 

• Prioritizes conflicting needs; handles matters expeditiously, proactively. Follows-through on projects to successful completion, often with deadline pressures 

• Coordinates complex travel arrangements and prepares expenses for the CEO 

• Manages the CEO contacts 

CEO Office

• Supports the day-to-day activities of the Chief of Staff 

• Manages the Chief of Staff calendar & CEO Office calendar (Board sessions, events, trips) 

• Prepares, gathers, and relays confidential information and material on a daily basis. Ensures security and confidentiality of data 

• Working closely with the Office Manage plan meetings, lunches, events and off-sites for the Executive Team and Board including budget management, site selection, technology requirements and catering 

• Coordinate/arrange complex travel arrangements for the CEO Office staff and Board 

• Prepare draft of minutes at the Executive Team meetings 

• Develop, edit, and finalize documents and presentation materials; often on short notice 

• Prepare expense reports for the CEO Office staff and Board 

• Process invoices and tracks all expenses against the approved budgets – CEO Office & Board 

• Proactively creates and maintains effective workflow and communications which includes the handling of a variety of projects and tasks simultaneously 

• Responds to phone, email and in person enquiries – providing general information and referring enquiries to appropriate sources based on priorities, procedures, protocols, and personnel 

• Supports OTPP Board the Board Secretariat Team with administrative duties such as calendar and expense management as required 

• Serves as a back up to the Office Manager and performs other duties as required 

Stakeholder Management

• Knowledge and understanding of the business units and departments, especially the ones that work/interact with the CEO 

• Establish relationships within Teachers’, OTPP Board and external contacts to ensure the continued success of the organization and consistency in process 

• Meet and greet guests at Reception and escort to appropriate meeting room 

• Supports the day-to-day activities of the CEO, Chief of Staff and Manager, Office of the CEO

Decision making

• Manage multiple tasks in a fast-moving environment

• Establish priorities quickly and juggle competing priorities on an ongoing basis

• Maintain the utmost discretion and confidentiality

• In consultation with the Manager, ability to make decisions using sound business judgment

• Must be able to communicate complex things matters in a concise and simplified way

• Must have excellent coordination and planning skills

• Must be highly detailed oriented at all times

• Able to turn around urgent requests quickly

• Must have a high degree of flexibility; must be able to cope well under pressure; be able to multi task

• Find the right balance of calendar support for the CEO as guided by the Manager

What you'll need

• Ability to represent the CEO’s office and Teachers’ to a high degree of professionalism, diplomacy, and tact at all times. Impeccable ethical standards

• Demonstrated experience on MS Office skills: Word, Excel, PowerPoint

• Familiarity with Diligent BoardBooks (desired)

• Business sense and results oriented - has a strong business sense and can decipher priorities and make sound judgment calls when needed

• Commitment to excellence - perform duties at the highest level possible on a consistent basis

• Excellent communicator - able to interact with people of all levels in a confident, professional manner

• Excellent written, oral, and proofreading skills. Meticulous attention to detail

• Strong organizational skills and proven experience in time management and calendar management for Senior Executives

• Good understanding of budgets

• Ability to maintain confidentiality at all times on a wide range of issues.

• Ability to recognize and react to confidential situations and the use of judgement in these instances

• Collaborator - have team-oriented experience and approach

• Service focus - dedicated to meeting the expectations of the CEO and other senior executives by maintaining effective relationships with interested parties. Lead by example

• Ability to be flexible and respond quickly to changes

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

• College diploma

• Minimum 8-10 years providing administrative support at executive level

#LI-VN

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.

Ontario Teachers’ may use AI-based tools to assist in screening and assessing applicants for this position. These tools may help us identify candidates whose skills and experience align with Ontario Teachers’ objectives by analyzing information provided in resumes and applications. Our use of AI does not replace human decision-making.

To learn more about how Teachers’ uses AI with your personal information, please visit our Privacy Centre. 

Functional Areas:

Administration

Vacancy:

Current

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