Executive Assistant

The opportunity

The Executive Assistant will support the Director and Senior Legal Counsel, Investments, and provide broad administrative assistance to the Investment Legal Counsel team. The role calls for a solid working knowledge of the organization and its partners so work can be completed efficiently and accurately.

This position is intended for someone who can operate with little day-to-day supervision and bring strong independence, judgment, discretion, tact, and initiative to the role. Core support will include managing calendars and meetings, preparing and refining correspondence and presentations, and arranging conference details as well as complex international travel.

Who you will work with

You will partner with another Executive Assistant and represent the department while dealing with internal teams and external business partners at all levels, including administrative groups across the organization.

Key accountabilities

• Handle a demanding calendar for the Investment Legal Counsel team, including many meeting requests with both internal and external participants and varying degrees of complexity.
• Build and maintain effective working relationships with colleagues and functional partners across the organization.
• Coordinate closely with the department’s other Executive Assistant to plan and manage team schedules proactively.
• Assess incoming mail, email, and phone inquiries, prioritize urgent matters, and gather relevant background details to support decision-making.
• Spot process gaps and suggest practical, technology-enabled improvements that help the team operate efficiently.
• Prepare and circulate pre-read packages, including agendas, guest and delegate coordination, and posting materials to SharePoint, OneDrive, and Teams.
• Serve as a key contact and develop strong relationships with other coordinators.
• Review and process monthly expense claims for multiple team members.
• Arrange periodic international travel.
• Submit and process invoices through the internal FSM system.
• Coordinate team meetings and events when needed.
• Complete additional related tasks as assigned.

What you need

The role ideally calls for around 5 years of administrative support or closely related experience. A degree in a relevant discipline is considered an advantage.

You should bring advanced capability in Microsoft PowerPoint, Word, Excel, and Outlook, along with comfort using AI tools to improve productivity. Strong experience managing a senior leader’s calendar and balancing competing organizational priorities is also important.

The ideal candidate can make sound independent decisions, quickly identify what needs immediate attention, and communicate complex information in a clear, concise manner. A high level of accuracy, planning ability, customer focus, flexibility, confidentiality, and diplomacy is essential. You should be comfortable working both independently and with people at all levels, and be able to stay composed under pressure while handling multiple priorities and urgent requests.

What we’re offering

This role is part of a pay-for-performance model that includes a base salary and an annual incentive tied to individual and company performance. The base salary range for this level is CAD 60,000 to CAD 95,000, with final placement depending on factors such as relevant experience, skills, demonstrated competencies, and internal equity.

• Opportunities to grow professionally and build new capabilities.
• Employer-paid comprehensive benefits coverage.
• Retirement income through a defined benefit pension plan.
• Access to the Deferred Incentive Program, allowing investment back into the fund.
• A flexible work setup that blends office collaboration with remote work.
• Competitive time off.
• Flexible Travel Program that may allow work from another region or country for up to one month each year.
• Employee discount programs such as Edvantage and Perkopolis.

Diversity and inclusion

The organization values diversity, equity, and inclusion and aims to build a workplace where people from different backgrounds and experiences are respected, supported, and empowered. Employee Resource Groups and related initiatives are used to encourage connection, professional development, networking, and mentoring.

How to apply

Applicants may be asked to complete a recorded digital interview during the hiring process. Accommodation is available on request for candidates with disabilities during recruitment and after hire.

Candidates must be legally entitled to work in the country where this role is based. The employer may use AI-based tools to help screen and assess applications, but final hiring decisions remain human-led.

Additional information

Functional area: Administration.

Requisition ID: 7019.

Vacancy status: Current.