Executive Administrative Assistant

You are as unique as your background, experience and point of view. Here, you’ll be encouraged, empowered and challenged to be your best self. You'll work with dynamic colleagues - experts in their fields - who are eager to share their knowledge with you. Your leaders will inspire and help you reach your potential and soar to new heights. Every day, you'll have new and exciting opportunities to make life brighter for our Clients - who are at the heart of everything we do. Discover how you can make a difference in the lives of individuals, families and communities around the world.

Job Description:

With a continuous improvement mindset and an efficiency-focus approach, the incumbent will provide efficient and high-quality bilingual administrative support to the team reporting into the VP, Strategy and Market Development (MD) in Group Retirement Services (GRS). The MD team has around 60 employees and the MD Leadership Team (MDLT) includes six Assistant Vice-Presidents. The successful candidate will be a self-confident, pro-active, innovative thinker with superior organization and time management skills, and the ability to handle a variety of responsibilities.  The role is fast paced with multiple demands, requires a demonstrated regard for confidentiality, a high level of judgment and autonomy. 

Main Accountabilities:

• 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

Internal Event Support:

• 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

Competencies:

• 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.

Notes/Unique Requirements:

• Occasional overtime or travel between locations may be required

The Base Pay range is for the primary location for which the job is posted. It may vary depending on the work location of the successful candidate or other factors. In addition to Base Pay, eligible Sun Life employees participate in various incentive plans, payment under which is discretionary and subject to individual and company performance. Certain sales focused roles have sales incentive plans based on individual or group sales results. 

Diversity and inclusion have always been at the core of our values at Sun Life. A diverse workforce with wide perspectives and creative ideas benefits our clients, the communities where we operate and all of us as colleagues. We welcome applications from qualified individuals from all backgrounds.

Persons with disabilities who need accommodation in the application process or those needing job postings in an alternative format may e-mail a request to [email protected].

At Sun Life we strive to create a flexible work environment where our employees are empowered to do their best work. Several flexible work options are available and can be discussed throughout the selection process depending on the role requirements and individual needs.

We thank all applicants for showing an interest in this position. Only those selected for an interview will be contacted.

Salary Range:

52,000/52 000 - 86,000/86 000

Job Category:

Administrative Services

Posting End Date:

19/09/2024