📌 Core Information
🔹 Job Title: Executive Assistant, Marketing & Communications
🔹 Company: Ontario Teachers' Pension Plan
🔹 Location: Toronto, Ontario, Canada
🔹 Job Type: Full-Time, Hybrid
🔹 Category: Administration
🔹 Date Posted: April 24, 2025
🔹 Experience Level: 5-10 years
🔹 Remote Status: Hybrid (combining in office collaboration and remote working)
🚀 Job Overview
Key aspects of this role include:
- Providing comprehensive administrative support to the Senior Managing Director (SMD)
- Serving as a primary contact for information and project management
- Managing complex calendars and coordinating meetings
- Arranging international travel and coordinating events
- Supporting team budget management and vendor contracts
ASSUMPTION: This role requires a high degree of independence, tact, initiative, discretion, and judgment. The ideal candidate will have extensive administrative support experience and advanced knowledge of Microsoft Office applications.
📋 Key Responsibilities
✅ Extensive calendar management, including prioritizing meetings and coordinating with other departments
✅ Developing solid working relationships with peers within the organization
✅ Preparing meeting agendas, presentations, and minutes
✅ Arranging catering for team meetings and events
✅ Reviewing and prioritizing incoming correspondence to facilitate decision making
✅ Proactively identifying inefficiencies and demonstrating creative, technology-based solutions to support the effectiveness of the team
✅ Select proofreading of materials
✅ Ensuring meeting materials are complete, timelines are communicated, and all draft and final documents are gathered and in its final form
✅ Reviewing and processing monthly expenses, primarily for SMD and MD but at times for others
✅ Arranging international travel
✅ Supporting team budget management, including submitting and processing invoices in the internal FSM system, managing new vendor setup, and maintaining records of all vendor contracts
✅ Coordinating and managing annual team offsites and other team events as necessary
✅ Other related duties as required
ASSUMPTION: The responsibilities listed above are subject to change based on business needs and may evolve over time. The ideal candidate will be adaptable and able to handle shifting priorities.
🎯 Required Qualifications
Education: A degree in a related field is an asset
Experience: A minimum of 5 years of administrative support or related experience
Required Skills:
- Advanced knowledge of Microsoft PowerPoint, Word, Excel, and Outlook
- Extensive experience managing a senior executive’s calendar using knowledge of organizational and divisional priorities to effectively manage demand for time
- Ability to make independent decisions using sound business judgment to enable effective prioritization of items
- Ability to communicate complex matters in a concise and simplified way
- Very detailed-oriented with excellent planning skills
- Strong customer service orientation with a flexible and willing ‘can do’ attitude
- Ability to be diplomatic, tactful, and use discretion and confidentiality
- Ability to work with others at all levels and independently while demonstrating initiative
- Possess a high degree of flexibility with ability to manage urgent requests quickly
- Willingness to provide support outside of regular business hours when necessary
Preferred Skills:
- Bilingualism (English/French) is an asset
ASSUMPTION: The required skills listed above are essential for success in this role. Candidates should possess a strong combination of these skills and be able to demonstrate their relevance through their application materials.
💰 Compensation & Benefits
Salary Range: CAD 70,000 - 90,000 per year (estimated based on industry standards for a role of this level and location)
Benefits:
- Competitive salary and incentive
- 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 the Deferred Incentive Program
- Flexible travel program allowing up to a month of work abroad each year
- Employee discount programs including Edvantage and Perkopolis
Working Hours: 35-40 hours per week, with flexibility to work outside of regular business hours when necessary
ASSUMPTION: The salary range provided is an estimate based on industry standards for a role of this level and location. The actual salary may vary depending on the candidate's experience and qualifications.
📌 Applicant Insights
🔍 Company Context
Industry: Ontario Teachers' Pension Plan Board (Ontario Teachers') is a global investor with net assets of CAD 266.3 billion as at December 31, 2024. Ontario Teachers’ is a fully funded defined benefit pension plan, and it invests in a broad array of asset classes to deliver retirement security for 343,000 working members and pensioners.
Company Size: Ontario Teachers' has 1,001-5,000 employees, providing a mid-sized work environment with opportunities for collaboration and growth.
Founded: Ontario Teachers' was founded in 1989 and has since grown to become one of the largest pension plans in Canada.
Company Description:
- Ontario Teachers' invests globally in a broad array of asset classes, including capital markets, finance, human resources, infrastructure & natural resources, IT, legal, pension administration, private capital, public affairs & communications, public equities, and strategy & risk.
- The organization is committed to diversity, equity, and inclusion, with initiatives such as Employee Resource Groups (ERGs) to foster an inclusive workplace.
- Ontario Teachers' offers a flexible/hybrid work environment, combining in-office collaboration and remote working.
Company Specialties:
- Investment management
- Pension administration
- Risk management
- Strategic planning
- Stakeholder relations
Company Website: www.otpp.com
ASSUMPTION: Ontario Teachers' is a large, established organization with a diverse range of investment activities and a strong commitment to its employees' professional growth and well-being.
📊 Role Analysis
Career Level: This role is at the mid-career level, requiring a significant amount of experience and expertise in administrative support.
Reporting Structure: The Executive Assistant reports directly to the Senior Managing Director and may have limited supervisory responsibilities for administrative tasks.
Work Arrangement: This is a hybrid role, combining in-office collaboration and remote working. The ideal candidate will be comfortable working in both environments and managing their time effectively.
Growth Opportunities:
- Professional development opportunities through training and mentorship programs
- Career progression within the organization, as Ontario Teachers' offers a wide range of roles across various departments
- Potential to take on additional responsibilities and expand the scope of the role over time
ASSUMPTION: The Executive Assistant role at Ontario Teachers' offers opportunities for professional growth and development, as well as the potential for career progression within the organization.
🌍 Location & Work Environment
Office Type: Ontario Teachers' has a modern, collaborative office space in downtown Toronto, with state-of-the-art technology and amenities to support employee productivity and well-being.
Office Location(s): 160 Front St W, Suite 3200, Toronto, Ontario M5J 0G4, CA
Geographic Context:
- Toronto is a multicultural city with a vibrant arts and culture scene, diverse neighborhoods, and numerous recreational opportunities
- The city has a robust public transportation system, making it easy to commute to and from work
- Toronto offers a wide range of housing options, from urban condos to suburban family homes
Work Schedule: The work schedule for this role is Monday to Friday, with flexibility to work outside of regular business hours when necessary. The ideal candidate will be comfortable working in a fast-paced, dynamic environment and managing their time effectively.
ASSUMPTION: The work environment at Ontario Teachers' is collaborative, inclusive, and focused on employee well-being. The ideal candidate will thrive in this environment and be able to balance the demands of the role with their personal and professional priorities.
💼 Interview & Application Insights
Typical Process:
- Online application submission
- Phone or video screen with the hiring manager
- In-person or virtual interview with the hiring team
- Background check and reference checks
- Job offer and onboarding
Key Assessment Areas:
- Administrative skills and experience
- Communication and interpersonal skills
- Problem-solving and decision-making abilities
- Cultural fit and alignment with Ontario Teachers' values
Application Tips:
- Tailor your resume and cover letter to highlight your relevant experience and skills for this role
- Demonstrate your understanding of the role and Ontario Teachers' mission and values in your application materials
- Prepare for behavioral interview questions that focus on your administrative experience and problem-solving skills
ATS Keywords: Executive Assistant, Marketing & Communications, Administrative Support, Calendar Management, Project Management, Communication, Microsoft PowerPoint, Microsoft Word, Microsoft Excel, Outlook, Decision Making, Planning, Customer Service, Discretion, Initiative, Flexibility
ASSUMPTION: The application process for this role is competitive, and candidates should take the time to tailor their application materials and prepare thoroughly for the interview process.
🛠️ Tools & Technologies
- Microsoft Office Suite (PowerPoint, Word, Excel, Outlook)
- Google Workspace (optional, for collaboration and communication)
- Project management tools (e.g., Asana, Trello, Microsoft Project)
- Travel management tools (e.g., Concur, Egencia)
ASSUMPTION: The ideal candidate will have experience with the tools and technologies listed above and be comfortable learning and using new tools as needed.
👔 Cultural Fit Considerations
Company Values:
- Integrity
- Accountability
- Respect
- Excellence
- Collaboration
Work Style:
- Collaborative and team-oriented
- Results-driven and focused on delivering high-quality work
- Adaptable and able to manage shifting priorities
- Committed to continuous learning and professional development
Self-Assessment Questions:
- Do you have a proven track record of providing comprehensive administrative support to senior executives?
- Are you comfortable working in a fast-paced, dynamic environment and managing your time effectively?
- Do you possess strong communication and interpersonal skills, with the ability to build and maintain effective working relationships with a wide range of stakeholders?
- Are you committed to Ontario Teachers' values and mission, and do you align with our culture and work environment?
ASSUMPTION: The ideal candidate for this role will be a strong cultural fit with Ontario Teachers', demonstrating a commitment to our values and aligning with our work style and culture.
⚠️ Potential Challenges
- Managing the complex calendar and travel arrangements of a senior executive may be challenging at times
- Working with multiple stakeholders and managing competing priorities may require strong organizational skills and the ability to prioritize effectively
- The hybrid work arrangement may present unique challenges in terms of communication and collaboration
- Ontario Teachers' is a large organization with a diverse range of investment activities, which may require the Executive Assistant to adapt to new situations and learn quickly
ASSUMPTION: The ideal candidate will be able to overcome these challenges and thrive in a dynamic, fast-paced work environment.
📈 Similar Roles Comparison
- This role is similar to other Executive Assistant positions in the financial services industry, but may have a broader scope of responsibilities due to Ontario Teachers' diverse range of investment activities
- Compared to other administrative roles, this position offers a higher level of responsibility and autonomy, as well as the opportunity to work closely with senior leadership
- Career progression in this role may lead to opportunities in related fields, such as project management, event planning, or human resources
ASSUMPTION: The ideal candidate will have experience in a similar role and be able to demonstrate their ability to handle the unique challenges and opportunities presented by this position.
📝 Sample Projects
- Managing a complex international travel itinerary for the Senior Managing Director, including coordinating with multiple stakeholders and ensuring all necessary arrangements are in place
- Planning and executing a team offsite, including coordinating logistics, managing vendor relationships, and ensuring the event runs smoothly
- Preparing a detailed report on a specific investment activity or market trend, including conducting research, analyzing data, and presenting findings to the Senior Managing Director and other stakeholders
ASSUMPTION: The ideal candidate will have experience with similar projects and be able to demonstrate their ability to manage complex tasks and deliver high-quality results.
❓ Key Questions to Ask During Interview
- What are the key priorities for this role in the first 30-60-90 days?
- How does this role fit into the broader organizational structure, and what opportunities are there for growth and development?
- What are the most challenging aspects of this role, and how can I best prepare to succeed in them?
- How does Ontario Teachers' support work-life balance for employees in this role?
- What are the most important qualities and skills for success in this role, and how can I best demonstrate them throughout the interview process?
ASSUMPTION: The ideal candidate will come prepared with thoughtful, insightful questions that demonstrate their interest in and understanding of the role and the organization.
📌 Next Steps for Applicants
To apply for this position:
- Submit your application through the Ontario Teachers' job search portal
- Tailor your resume and cover letter to highlight your relevant experience and skills for this role
- Prepare for behavioral interview questions that focus on your administrative experience and problem-solving skills
- If selected for an interview, be prepared to discuss your relevant experience and how you can contribute to Ontario Teachers' mission and values
- Follow up with the hiring manager within one week of your interview to express your interest in the role and reiterate your qualifications
⚠️ This job description contains AI-assisted information. Details should be verified directly with the employer before making decisions.
