Executive Assistant, Portfolio Solutions Group (PSG)
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Posted on:
Yesterday
Vacancies:
1 Vacancy
Job Summary
The Opportunity
Reporting to the Managing Director Value Creation the Executive Assistant (EA) provides day-to-day support to the MD and approximately six investment professionals within the Infrastructure & Natural Resources Value Creation team. The EA also contributes to broader PSG coverage through a shared support model partnering with the Senior Executive Assistant and asset class administrators. The role is accountable for delivering full-scope support including acting as the primary point of contact for internal and external inquiries supporting strategic and complex initiatives managing operational activities and ensuring the smooth day-to-day functioning of the department.
The EA will require a strong foundational understanding of the organization and its external partnerships to operate effectively and proactively. This role is well suited to a detail-oriented tech-savvy professional who thrives in a fast-paced collaborative environment.
Operating with minimal supervision the EA must demonstrate a high degree of independence initiative sound judgment professionalism and discretion. The role also includes representing the MD and the PSG department in interactions with internal and external stakeholders.
Who youll work with
You will be part of Portfolio Solutions (PSG) a team within the Investments division that drives long-term value by optimizing private asset performance and sharing best practices across the fund.
In this role the EA will work closely with the Senior Executive Assistant (SEA) on the PSG team to jointly support the broader group ensure seamless coverage and align priorities workflows and peak-period support.
What youll do
Manage complex calendars for the Managing Director and six department team members coordinating high volumes of meetings across time zones with internal and external stakeholders.
Build and maintain strong working relationships across the Investments division with external EAs functional partners and senior stakeholders to ensure seamless coordination.
Collaborate closely with the Senior Executive Assistant and Executive Assistants across the asset classes to anticipate needs align schedules and support departmental planning and logistics.
Prepare and refine executive-ready materials including presentations agendas briefing notes and follow-ups ensuring clarity accuracy and consistent formatting.
Triage and prioritize incoming communications flagging time-sensitive items and surfacing relevant context to support informed decision-making.
Proactively identify process improvements and leverage tools like ChatGPT MS Teams OneDrive and SharePoint to enhance workflow scheduling and information management.
Provide administrative support for executive level meetings ensuring timelines are met materials are consolidated and stakeholders are aligned ahead of key sessions.
Coordinate and distribute pre-read materials manage agendas attendees and access across platforms including Teams SharePoint and email.
Serve as a liaison with other coordinators and support teams to ensure smooth cross-functional collaboration.
Document and circulate accurate meeting notes and follow-up actions from key meetings ensuring alignment and accountability.
Manage and reconcile monthly expenses for multiple team members including tracking and allocating portfolio company chargebacks ensuring timely and accurate submission through internal systems.
Arrange domestic and international travel including complex itineraries accommodations and related logistics.
Submit and track invoices using the internal FSM system ensuring alignment with budget and cost center guidelines.
Plan and execute team events such as onsite and offsite and department-wide meetings overseeing logistics and communication.
Support additional administrative or coordination needs as they arise in a fast-paced evolving environment.
What youll need
A minimum of 5 years of experience in an administrative support role.
Advanced proficiency in Microsoft Office Suite (Outlook PowerPoint Excel and Word) and proficiency with collaboration and productivity tools such as Teams SharePoint ChatGPT and CoPilot with the ability to adapt to and learn new technologies.
Degree in a related field is an asset.
Exceptional time management and organizational skills with strong attention to detail.
Ability to communicate effectively and professionally with stakeholders at all levels.
Strong problem-solving skills and the ability to manage competing priorities under tight deadlines.
Willingness to provide support beyond regular business hours when necessary.
Ability to always maintain discretion and confidentiality on a wide range of issues.
Ability to identify and prioritize items requiring immediate action along with any pertinent information to facilitate decision making.
Strong customer service orientation; a flexible and willing can do attitude.
Proven ability to work independently on multiple tasks while demonstrating initiative.
Experience in managing executive calendars using knowledge of organizational and divisional priorities to effectively manage demand for time.
Compensation
Pay-for-performance with base salary and annual incentive based on individual and enterprise performance.
The base salary range for this level is $55000 - $90000.
Individual compensation and placement of this role in the range is based on different factors unique to each candidate including but not limited to relevant experience skills demonstrated competencies and internal equity as they relate to the role.
#LI-RM1 #LI-Hybrid
What were offering
Numerous opportunities for professional growth and development
Comprehensive employer paid benefits coverage
Retirement income through a defined benefit pension plan
The opportunity to invest back into the fund through our Deferred Incentive Program
A flexible work environment combining in office collaboration and remote working
Competitive time off
Our Flexible Travel Program gives you the option to work abroad in another region/country for up to a month each year
Employee discount programs including Edvantage and Perkopolis
At Ontario Teachers diversity is one of our core strengths. We take pride in ensuring that the people we hire and the culture we create reflect and embrace diversity of thought background and experience. Through our Diversity Equity and Inclusion strategy and our Employee Resource Groups (ERGs) we celebrate diversity and foster inclusion through events for colleagues to connect for professional development networking & mentoring. We are building an inclusive and equitable workplace where our talent is respected accepted and empowered to be themselves. To learn more about our commitment to Diversity Equity and Inclusion check out Life at Teachers.
How to apply
Are you ready to pursue new challenges and take your career to the next level Apply today! You may be invited to complete a pre-recorded digital interview as part of your application.
Accommodations are available upon request () for candidates with a disability taking part in the recruitment process and once hired.
Candidates must be legally entitled to work in the country where this role is located.
Ontario Teachers may use AI-based tools to assist in screening and assessing applicants for this position. These tools may help us identify candidates whose skills and experience align with Ontario Teachers objectives by analyzing information provided in resumes and applications. Our use of AI does not replace human decision-making.
To learn more about how Teachers uses AI with your personal information please visit our Privacy Centre.
Functional Areas:
AdministrationVacancy:
Current
Requisition ID:
Required Experience:
IC
Key Skills
- Accounting Software
- Time Management
- Accounts Administration
- Accounts Receivable
- Accounts Reconciliation
- Administrative Skill
- Leadership skills
- Accounting & Finance
- Accounts Management
- Communication
- Analysis Skills
- Relationship Management
- Team Player Spirit
- Budgeting Skills
- Accounts Payable
