- Monitor AVP's E-mail and incoming mail, checking deadlines, prioritizing and handling as many items as possible on behalf of the AVP
- Arrange and coordinate AVP's appointments and meetings, while managing the conflicting demands and changes to schedules
- Ensures the appropriate people are involved in decision making and problem solving of issues when the AVP is absent
- Develops and provides overall support for the team operations, processes and practices, including maintaining the team's SharePoint sites
- Coordinates various business functions, sometimes at off-site locations
- Prepares letters, memos, presentations and reports
- Coordinates travel arrangements and accompanying material for AVP
- Manages the budget work for AVP's cost centers (expense reimbursements, cheque requests, budget management, budget vs actual reporting)
- Prepares and manages FTE and forecasting reports
- Act as the Purchase Coordinator for the Group Disability Central & Atlantic Team (Order office supplies & software in Oracle)
- Arrange visitor notices and greet visitors
- Co-ordinate moves in the department and coordinates set up of new employees
- Maintains team distribution lists
- Prepare agendas for & participate in leader & visual board meetings
- Organize Town Hall meetings & assist in developing presentation material
- May perform other related activities as required
- Superior organization skills
- Pays very close attention to detail
- Operates in a professional and confidential manner
- Proven quality of work with minimal errors
- Excellent relationship building, negotiation and collaboration skills
- Represents the best interests of the AVP in demeanor and action
- Demonstrates excellent client service and client relationship skills
- Excellent communication skills, both verbal and written
- Proactive and able to anticipate needs
- Ability to work in a fast-paced environment with conflicting demands
- Ability to effectively manage time
- Ability to prioritize work with minimal direction
- Ability to effectively interact with senior management and collaborate with their administrative assistants
- Strong issue resolution skills
- Team player
- Excellent technical skills (Excel, Word, Powerpoint, Visio, Outlook)
- Ability to learn new skills quickly
- University degree preferred or other relevant experience
- Previous experience supporting Executives
- Great Place to Work Certified in Canada and the US – 2022
- Great Place to Work award for Best Workplaces for #HybridWork
- 2022 Named "Best Places to Work" by Glassdoor – 2021
- Canada Award for Excellence for Mental Health at Work
- 2021 Flexible hybrid work model including in-country work-from-home if you prefer.
Executive Assistant - Waterloo, Canada - Sun Life
Description
Job Description
:This is a 16-months fixed contract position.
Reporting to the AVP, Group Disability Central & Atlantic Region, the Executive Administrative Assistant, is a member of the Group Disability team. This role provides administrative support to the AVP, Group Disability as well as some administrative support to the full Group Disability Central & Atlantic team and the Central & Atlantic Disability Leadership Team. The successful candidate will be a self-confident, creative, innovative thinker with superior organization skills and the ability to handle a variety of responsibilities. This role requires someone who is disciplined, extremely well organized, a highly effective communicator, able to manage conflicting demands and demonstrates a high regard for confidentiality. This role will also work closely with other Group Disability Executive Administrative Assistants for items related to overall Group Disability processes.
What will you do?
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