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Executive Administrative Assistant

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Sun Life

11d ago

  • Job
    Full-time
    Senior Level
  • People, HR & Administration
    Business, Operations & Strategy
  • North York
  • Quick Apply
    3d left

AI generated summary

  • You must have executive admin experience, excellent communication and organizational skills, proficiency in various tech tools, sound judgment, flexibility, and confidentiality, with bilingualism for Quebec.
  • You will manage schedules, coordinate meetings and travel, handle sensitive information, support budgeting, liaise with contacts, and organize events while maintaining a positive team culture.

Requirements

  • - Proven ability to navigate the organization and drive to impact thru relationships
  • - Contribute to building positive and open culture on the MD and GRS teams
  • - Coordinating Onboarding and/or Orientation sessions as needed
  • - Fields calls, determines nature of business, identifies priorities, and responds appropriately
  • - Monitor e-mail and incoming mail - alerting to issues requiring immediate attention
  • - Arrange and coordinate appointments and meetings and manage the conflicting demands and changes to schedules for the VP and AVPs
  • - Manages the budget and expenses for the senior leaders cost centres including expense reimbursement, payment of invoices, and budget reporting
  • - Act as liaison with leaders, employees and external contacts
  • - Arrange visitor notices and greets visitors, if applicable
  • - Coordinate travel arrangements for the VP and certain AVPs
  • - Submit travel expenses on Expense Management System (Concur) on behalf of the team
  • - Coordinates business events and meetings sometimes at offsite locations
  • - Requires the ability to handle highly sensitive and confidential information
  • - Provide coverage for other EA's during vacation time/absence
  • - Executive administrative assistant experience
  • - Excellent communication skills
  • - Excellent organizational skills and ability to manage conflicting priorities
  • - Ability to anticipate and respond to needs
  • - Comfortable with productivity management, telecommunication and administration technology
  • - Sound judgment and decision-making skills
  • - Ability to work effectively with little or no supervision, minimal direction and frequent interruptions
  • - Ability to make pro-active and effective decisions
  • - Strong interpersonal skills
  • - High regard for confidentiality
  • - Ability to work flexible hours, sometimes with little notice
  • - Time management skills; be able to manage changing priorities
  • - Knowledge of business related policies and practices
  • - Experience and ability to use various technology and tools, such as Excel, PowerPoint, Outlook, Ariba, Teams and OneNote
  • - Able to quickly learn and be proficient in understanding the overall Sun Life and Client Experience Office organizations
  • - Able to represent Sun Life professionally, internally and externally, and work well with partners, clients and consultants
  • - Must possess a high level of commitment and dedication to the role and team
  • - As this position is posted in several locations, we specify that bilingualism (French, English, both oral and written) is required for Quebec only for the frequent interactions with English and French-speaking colleagues or internal partners across Canada or worldwide
  • - Occasional overtime or travel between locations may be required

Responsibilities

  • Proven ability to navigate the organization and drive to impact thru relationships
  • Contribute to building positive and open culture on the MD and GRS teams
  • Coordinating Onboarding and/or Orientation sessions as needed
  • Fields calls, determines nature of business, identifies priorities, and responds appropriately
  • Monitor e-mail and incoming mail - alerting to issues requiring immediate attention
  • Arrange and coordinate appointments and meetings and manage the conflicting demands and changes to schedules for the VP and AVPs
  • Manages the budget and expenses for the senior leaders cost centres including expense reimbursement, payment of invoices, and budget reporting
  • Act as liaison with leaders, employees and external contacts
  • Arrange visitor notices and greets visitors, if applicable
  • Coordinate travel arrangements for the VP and certain AVPs
  • Submit travel expenses on Expense Management System (Concur) on behalf of the team
  • Coordinates business events and meetings sometimes at offsite locations
  • Requires the ability to handle highly sensitive and confidential information
  • Provide coverage for other EA's during vacation time/absence
  • Depending on the meeting, lead, liaise or assist with the support of internal partners (such as Internal Conference Services, Linguistics, and Marketing Communications) to coordinate planning and carry out activities
  • Program material support and maintenance such as agendas, presentations, job aids, certificates and checklists
  • Event logistics research and booking including venues, meals, accommodation, equipment, transportation, materials, printing
  • Meeting scheduling and calendar invitations including capturing minutes and tracking action items
  • Pre and post event communications including pre-work, surveys, feedback summaries, capturing lessons learned and incorporating into future programs
  • Maintenance of the teams events calendar and meetings folder, as applicable
  • Pays all invoices, track and monitor expenditures and report on any variances

FAQs

What are the primary responsibilities of the Executive Administrative Assistant?

The primary responsibilities include providing high-quality bilingual administrative support to the VP and the Market Development team, managing budgets and expenses, coordinating meetings and travel arrangements, and serving as a liaison between leaders, employees, and external contacts.

Is bilingualism required for this position?

Yes, bilingualism in French and English is required for candidates in Quebec due to the frequent interactions with English and French-speaking colleagues and internal partners.

What qualifications are needed for this role?

Candidates should have executive administrative assistant experience, excellent communication and organizational skills, a strong ability to manage conflicting priorities, and proficiency in various technologies such as Excel, PowerPoint, Outlook, and more.

Are there opportunities for career advancement in this role?

Yes, the position is designed to encourage personal and professional growth, and candidates will have the opportunity to work closely with leaders and dynamic colleagues.

Will I need to travel for this position?

Occasional travel may be required between locations as part of the role.

What is the work environment like?

The work environment is fast-paced, collaborative, and supportive, with a focus on continuous improvement and a culture of open communication.

Are there flexible work arrangements available?

Yes, several flexible work options are available and can be discussed during the selection process based on the role requirements and individual needs.

What is the salary range for the Executive Administrative Assistant role?

The salary range for this position is between $52,000 and $86,000, depending on factors such as work location and individual qualifications.

How does the company support diversity and inclusion?

Diversity and inclusion are core values at Sun Life, and the company actively welcomes applications from qualified individuals of all backgrounds to promote a diverse workforce with varied perspectives and ideas.

How can I request accommodations during the application process?

Individuals who need accommodation during the application process or require job postings in an alternative format can email their requests to thebrightside@sunlife.com.

Sun Life

Finance
Industry
10,001+
Employees
1865
Founded Year

Mission & Purpose

Sun Life Financial is a leading international financial services organisation providing insurance, wealth, and asset management solutions to individuals and businesses. The company's ultimate goal is to empower its clients to achieve lifetime financial security and well-being. Sun Life's purpose is to help people live healthier lives, protect what matters most to them, and prepare for a financially secure future. Through innovative products and personalised advice, Sun Life aims to make a positive difference in the lives of its customers and communities.