Executive Assistant, Member Services

The Opportunity This Executive Assistant will provide high quality administrative and coordination support to the Member Services team and support the Senior Executive Assistant. Responsibilities include managing meeting logistics and conference arrangements, preparing and finalizing presentations, coordinating expenses, and assisting with team activities and events to support collaboration and engagement. Who You’ll Work With The Executive Assistant will report to the Senior Executive Assistant, Member Services. What You’ll Do Prepare meeting materials and coordinate agendas Take meeting minutes, as required Manage travel arrangements for the director or vice president Manage group registrations for conferences, flights and hotels for the department Process and record invoices for the department Prepare monthly expense reports Review and prioritize incoming correspondence for the director or vice president Provide dedicated administrative support for All Councils Meetings and MS Forward meetings (Directors & Senior Managers) Prepare meeting materials, coordinate agendas, and compile and finalize presentations for meetings and committees Coordinate room bookings and catering using Outlook and Momentus for team meetings and events Provide administrative support to the Senior Executive Assistant and leadership team within Member Services Provide coverage during vacation and time-off periods, as required Plan and coordinate offsite meetings, team activities, and events Coordinate gift cards, rewards, and recognition activities What you’ll need Degree in a related field is an asset\ A minimum of 1-2years of administrative assistance support Excellent MS Office Skills: Word, Excel and PowerPoint Advanced proficiency in Microsoft Office Suite (Outlook, PowerPoint, Excel, and Word) and proficiency with collaboration and productivity tools such as Teams, SharePoint, ChatGPT, and Copilot, with the ability to adapt to and learn new technologies. Exceptional time management and organizational skills with strong attention to detail. Ability to communicate effectively and professionally with stakeholders at all levels. Strong problem-solving skills and the ability to manage competing priorities under tight deadlines. Ability to always maintain discretion and confidentiality on a wide range of issues. Ability to identify and prioritize items requiring immediate action, along with any pertinent information to facilitate decision making. Strong customer service orientation; a flexible and willing ‘can do’ attitude. Proven ability to work independently on multiple tasks while demonstrating initiative. What we’re offering Pay-for-performance with base salary and annual incentive based on individual and enterprise performance. The Base Salary range for this level is as follows: $60,000 - $95,000. Individual compensation and placement of this role in the range is based on different factors unique to each candidate, including but not limited to relevant experience, skills, demonstrated competencies, and internal equity as they relate to the role. 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 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 Requisition ID: 6983 #LI-RM1 At Ontario Teachers, we know that our Talent are our greatest strength – every innovation, every idea and every win has been powered by our people. We offer a work experience that inspires, encourages talent development, celebrates diversity and rewards superior performance. The best and brightest not only come here – they stay. Help us continue to deliver outstanding service and retirement security to our members and be the world’s leading pension plan. Apply today! Your Talent. Your Experience. Our Future. www.otpp.com/careers