Executive 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:

This is an excellent opportunity for an Executive Assistant role with the Group & CXO legal team at Sun Life. The successful candidate will be responsible for proactively managing administrative tasks within our collaborative and dynamic legal team. The main responsibilities include scheduling meetings, document preparation and formatting, submitting expenses and tracking team budget, coordinating travel arrangements, and other administrative tasks.  This position requires a proactive candidate with strong organization and time management skills.  Reporting to the VP & Associate General Counsel, Group & CXO Legal, the successful candidate will handle a variety of responsibilities in a fast-paced environment with a high regard for confidentiality. 

What will you do?

• Manage calendars and schedule meetings and appointments, including making travel arrangements, booking equipment and occasionally booking meeting rooms and organizing catering

• Compose correspondence on behalf of VPs, AVPs, Counsel

• Prepare and format documents using a variety of applications such as Word, Excel, PowerPoint, SharePoint, OneNote and iManage

• Organize and file documents

• Support creation of presentation materials and documents for internal and external audiences

• Prepare expense reports, submit expenses, and track team budget

• At times, coordinate different types of business-related events, both on and offsite locations

• Work with both internal and external stakeholders to facilitate key discussions and day-to-day workflow

• Cover vacation and staff absences as needed

• Liaise with Legal Operations and other administrators on long and short-term projects to ensure team is up-to-date with the latest resources, best practices, technology and processes of the department

• Work with Legal Operations and external stakeholders to address billing queries

• Support VP in organizing and running team update meetings

• Proactively anticipate and act on team support needs

• Other administrative tasks

What do you need to succeed?

• 3-5 years of experience or an equivalent combination of education and experience

• College or University degree is an asset

• Knowledge of standard legal documents considered an asset

• Familiarity with iManage filing considered an asset  

• High regard for confidentiality

• Proactive, adaptable, a good work ethic, responsive, and reliable

• Excellent communication skills (verbal and written)

• Excellent organizational skills

• Strong time management skills with the ability to manage changing priorities

• Strong skills in Microsoft Suite (i.e. Word, OneNote, Excel, PowerPoint, Outlook) and Adobe

• Work in a high-volume, paperless environment

• Able to apply judgment and make decisions on complex administrative matters

• Able to quickly learn and be proficient in understanding the overall departmental functions, goals and visions

What's in it for you?

• The opportunity to move along a variety of career paths with amazing networking potential

• Flexible Benefits from the day you join to meet the needs of you and your family

• We’re committed to creating an inclusive and respectful environment. Our goal is to make sure all our employees have the chance to live up to their full potential

• We’re honoured to be recognized as a 2023 Best Workplaces in Ontario by Great Place to Work® Canada

• We are thrilled to be recognized by Excellence Canada with their top-level certification, the Canada Order of Excellence for Mental Health at Work®,  for prioritizing employee well-being, fostering a positive work culture, and achieving excellence in mental health

*LI-MS

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.

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