Executive Assistant, Total Portfolio Management

OMERS Total Portfolio Management (“TPM”) is currently seeking an exceptional Executive Assistant to provide executive support to the Head of TPM and the Toronto based TPM team. In this role, you will be responsible for providing efficient and high-quality support covering administration, co-ordination, prioritization and contributing to and leading initiatives. Your positive attitude and superior customer service, organizational, project management and problem-solving skills will be key to your success in this role.
You will be a key member of an engaged, high-reaching team—part of a world-class, winning culture that prioritizes people development and focuses on long-term growth. We take great pride in leading the industry by earning respect through every interaction, every day. We go above and beyond to protect and grow relationships by anticipating needs, being honest and considerate and valuing customers and colleagues as genuine partners.
As a member of this team, you will be responsible for

• Co-ordination of meetings and events including agenda development and distribution, reservation of meeting rooms, and preparation, compilation and distribution of supporting documents; taking minutes and following up on actions to ensure that they are completed.
• Administration of confidential files and presentations
• Executing and assisting with projects and special assignments by establishing objectives, determining priorities, managing time, monitoring progress, problem-solving and adjusting plans as required
• Calendar management, travel arrangements across various time zones (London, Singapore, Toronto), booking meetings internationally and planning events
• Prioritizing conflicting needs, handling matters expeditiously, proactively and follow-through on projects
• Assisting the Head of TPM manage across a diverse range of accountabilities through access to emails and the calendar so that key matters are prioritized, meetings prepared for, and by taking the initiative & ownership of certain matters on behalf of the Head of TPM.
• Document production including creation of presentations, proposals, minutes and other documents
• Building strong relationships across the organization partnering with internal and external stakeholders

To succeed in this role, you have

• Previous experience in an investing environment would be considered an asset
• The flexibility to work outside of office hours and sometimes on short notice to support the global team
• The ability to balance competing priorities
• 10+ years’ experience supporting a senior executive within a global and complex organization
• A post-secondary education (college or university) is preferred
• A willingness and ability to contribute to, and lead, projects; to take initiative and be pro-active
• Drive to achieve results and continuously strive to deliver the highest performance through creative thinking
• Experience navigating and collaborating through a broader suite of digital tools such as MS Teams, SharePoint, etc.
• Superior MS Office skills (PowerPoint, Outlook, Word, Excel)
• The ability to possess a high level of confidentiality and deal with sensitive data with maturity and professionalism
• Experience working in a fast-paced environment and acted as the liaison with internal departments i.e. IT, Accounting, Marketing, etc.
• Exceptional verbal and written communication skills
• An eye for detail when writing and editing business documents, communications and presentations
• Superior customer service skills and possess a relationship builder mentality

Our story
Founded in 1962, OMERS is one of Canada’s largest defined benefit pension plans, with $124 billion in net assets as at December 31, 2022. OMERS is a jointly-sponsored pension plan, with more than 1,000 participating employers ranging from large cities to local agencies, and over half a million active, deferred and retired members. OMERS members include union and non-union employees of municipalities, school boards, local boards, transit systems, electrical utilities, emergency services and children’s aid societies across Ontario. Contributions to the Plan are funded equally by members and employers. OMERS teams work in Toronto, London, New York, Amsterdam, Luxembourg, Singapore, Sydney and other major cities across North America and Europe – serving members and employers and originating and managing a diversified portfolio of high-quality investments in public markets, private equity, infrastructure and real estate.
OMERS is committed to having a workforce that reflects the communities in which we live and work. We are an equal opportunity employer committed to a barrier-free recruitment and selection process. At OMERS inclusion and diversity means belonging. How we create a sense of belonging is through our employees and our vast network of Employee Resource Groups. Whether you are passionate about gender, pride, or visible minorities, we have groups that are focused on making a difference in all of our lives.