Hybrid Executive Assistant

at Sun Life

• Job title: Executive Assistant
• Job type: Full Time
• Experience level: Junior, Mid level
• Salary: CA$54,000 - CA$89,000 per year
• Degree requirement: High School Diploma
• Location requirements: Hybrid, Waterloo, Canada

About the role

• Executive Assistant providing administrative support to six AVPs within the Canadian Compliance leadership team. Managing calendars, organizing travel, and coordinating meetings in a hybrid work environment.

Responsibilities

• Support leaders in the execution of their work by managing multiple calendars, arranging and coordinating meetings, and managing last minute changes to schedules
• Organize and make appropriate arrangements for business travel and accommodations, and assist with expense reimbursement through Concur
• Help organize and participate in events (e.g. Town Halls, team socials) and larger conference calls, including: booking rooms, coordinating locations, arranging catering, setting up technology services, sending post-event feedback surveys
• Liaise with internal partners such as Event Services, Linguistics, Communications and Legal to coordinate planning activities and carry out activities
• Manage shared drives, SharePoint sites, new hire materials and onboarding resource site
• Work with hiring managers to coordinate onboarding for new employees joining the department
• Manage organizational charts, headcount trackers, and support budget planning and expense tracking
• Prepare presentations, communications, and reports as required
• Support the team by continuously developing knowledge and proactively identify areas for process efficiencies
• Provide back up support for other EAs as needed
• Other duties as required

Requirements

• 2 to 5 years experience in an office environment as an executive assistant supporting multiple leaders
• High proficiency/skill working with MS Suite products including Outlook, PowerPoint, Excel (experience with pivot tables), Publisher, CoPilot
• Experience managing, building, and administration of SharePoint sites
• Ability to navigate the organization and network with other Admins to effectively to support leadership
• Efficiently manage expectations/concerns using strong relationship management and communication skills, both verbal and written
• High regard for confidentiality
• Ability to work independently, take initiative and prioritize work with a sense of urgency as required
• Provide accurate, organized, and efficient administrative support
• Demonstrated user proficiency and technical understanding with technology hardware (printers, notebooks, laptops, desktops etc.)
• French bilingualism would be an asset

Benefits

• Hybrid work environment
• A friendly, collaborative, and inclusive culture
• 15 vacation days per year
• Flexible Benefits from the day you join to meet the needs of you and your family
• Pension, stock and savings programs to help build and enhance your future financial security
• The opportunity to move along a variety of career paths with amazing networking potential
• Access to our Global Learning Centre, available 24/7 for your learning needs
• Wellness programs that support the three pillars of your health – mental, physical and financial