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.

The Executive Administrative Assistant, Total Rewards, will provide efficient and high-quality administrative support the VP, Total Rewards, US, the Senior Managing Director, Total Rewards, Asset Management, and their teams.

The successful candidate will be proactive, collaborative, and a creative thinker with the ability to handle a variety of responsibilities. The role is fast paced with multiple demands and requires judgement, clear communication, and a demonstrated regard for confidentiality.

How you will contribute: :

• Calendar Management: Manages leaders’ calendars to ensure meetings are prioritized. Partners with the team and other Executive Assistants to schedule key meetings with internal and external stakeholders. Identifies and pro-actively manages conflicting demands. Manages meeting requests with tact and diplomacy to identify issues and determine priority using judgment, sensitivity, and confidentiality.

• Events:  Organizes events and manages end-to-end meeting logistics, including booking rooms, partnering with technology services, coordinating catering, and arranging for guests as needed. Prepares agendas and materials for internal meetings.

• Email: Manages the email inboxes for leaders to support prioritization of work. Applies judgement to flag messages requiring immediate attention, delete unnecessary messages, and file messages for record keeping and future reference.

• MS Office: Supports leaders with ad hoc projects including creating and formatting PowerPoint presentations, Word documents, and Excel files. Manages and optimizes MS Teams usage including setting up channels, scheduling and facilitating video meetings, organizing file sharing and collaboration, and configuring team permissions.

• Travel: Uses Concur to coordinate domestic and international travel arrangements. Manages and prepares expense reports for leaders. 

• Vendor Support: Collaborates with vendor management and finance to set up new vendors, manage Master Service Agreements, and Statements of Work. Processes invoices in a timely manner.

• Onboarding: Supports on-boarding logistics for new team members.

• EA Coverage: Provides coverage for other EA's during vacation time/absences and supports the community of practice between all Executive Assistants within the HR function.

What you will bring with you:  

• Experience: 3+ years experience working as an Executive Assistant supporting senior leaders. Experience interacting with senior executives across business groups and external stakeholders. Demonstrated experience working with and maintain confidential information. Sun Life experience and working in a large matrixed organization are assets.

• Communication Skills: Excellent verbal and written communication skills and ability to communicate effectively at all levels within the organization.

• Technical Skills: Advanced knowledge of collaboration tools such as MS Teams and SharePoint. Highly proficient in Power Point, Word, and Excel. Prior experience with Concur is a plus.

• Interpersonal Skills: A positive, composed, team player with strong interpersonal skills and ability to interact with team members across regions.

• Work Style: An individual that can work in a fast-paced environment and with a high degree of efficiency. Excellent organizational skills, ability to make decisions and manage competing priorities. Demonstrates accuracy and thoroughness in day-to-day activities. A self-starter and a quick learner. Ability to work overtime and flexible hours may be required on occasion.

Our Affirmative Action Program affirms our commitment to make reasonable accommodation to the known physical or mental limitation of otherwise-qualified individuals with disabilities or special disabled veterans, unless the accommodation would impose an undue hardship on the operation of our business. Please email [email protected] to request an accommodation.

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.

Administrative Services

24/10/2024

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.