Executive Assistant

About Sun Life

You are as unique as your background, experience and point of view. Here at Sun Life, 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 Role of an Executive Assistant

This is a 6-month contract position. The Executive Assistant will be responsible for providing efficient and high-quality administrative support to the Senior Vice-President, Distribution and Channel Management. The successful candidate will be a self-confident, proactive, innovative thinker with superior organization and time management skills, and the ability to handle a variety of responsibilities. This role is fast-paced with multiple demands and requires a demonstrated regard for confidentiality and a high level of judgment.

What will you do?

• Fields calls, determines nature of business, identifies priorities and responds appropriately.
• Monitors e-mail and incoming mail - alerting to issues requiring immediate attention.
• Arranges and coordinates appointments and meetings and manages conflicting demands and changes to schedules.
• Manages the budget and expenses for the SVP’s cost centres including expense reimbursement, payment of invoices, and budget reporting.
• Acts as liaison with leaders, employees, and external contacts representing the SVP.
• Arranges visitor notices and greets visitors.
• Composes some correspondence on behalf of the SVP.
• Coordinates travel arrangements and accompanying material.
• Submits travel expenses on Expense Management System (Concur) on behalf of the team.
• Coordinates business events and meetings, sometimes at offsite locations.
• Participates in meetings as required to capture key decisions and action items for execution or follow up.

Internal Event Support

• Liaises with internal partners such as Internal Conference Services, Linguistics, Communications, and Legal to coordinate planning activities and carry out activities.
• Provides program material support and maintenance such as agendas, presentations, job aids, certificates, and checklists.
• Leads or assists with planning meetings.
• Conducts event logistics research and booking including venues, meals, accommodation, equipment, transportation, materials, and printing.
• Manages meeting scheduling and calendar invitations including capturing minutes and tracking action items.
• Handles pre and post event communications including pre-work, surveys, feedback summaries, capturing lessons learned, and incorporating into future programs.
• Assists with development of project specific presentations, Excel spreadsheets, and Word documentation to support various projects.
• Maintains Client Engagement events calendar and meetings folder, as applicable.

What do you need to succeed?

• Executive administrative assistant and/or strong coordination, project management experience.
• Strong interpersonal and collaboration skills.
• Strong verbal and written communication skills.
• Excellent organizational skills and ability to manage conflicting priorities.
• 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 proactive and effective decisions.
• High regard for confidentiality.
• Ability to work flexible hours, sometimes with little notice.
• Experience using Excel, Word, and PowerPoint. Ability to review, modify, and create PowerPoint presentations at an advanced level.

What’s in it for you?

• Be part of a Best Workplace for Hybrid Work by Great Place to Work® Canada.
• Contribute to a continuous improvement journey in developing digital enterprise experience.
• Flexible Benefits from day one to meet your and your family's needs.
• Pension, stock, and savings programs to enhance your future financial security.

Key skills/competency

• Administrative Support
• Calendar Management
• Travel Coordination
• Event Planning
• Budget Management
• Expense Reporting
• Confidentiality
• Microsoft Office Suite
• Time Management
• Proactive Decision Making