Executive 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.

Job Description:

The Executive Assistant reports to and supports Regional Vice Presidents (RVPs) and other leaders by providing administrative assistance

support the teams and works effectively in a multi-tasking environment, ensuring that deadlines are met.

What will you do?

Provide administrative support to Regional Vice Presidents (RVPs) (50%)

• Support leaders in the execution of their work, navigating the Centre of Excellence (CoE), and Head Office (HO) environment effectively
• Provide accurate, organized, and efficient administrative support; collect data, track data, research information, manage calendars, create files, and maintain files etc.
• Organize business travel and accommodations for the leaders, make appropriate arrangements for travel and other appointments
• Monitor email and incoming mail throughout the day, filter and direct incoming calls to the appropriate areas as required, route or answer routine correspondence
• Prepare reports, monitor received reports and ensure timely and proper distribution
• Provide office management support, ensure accurate invoicing, billing, and expense administration

Drive effective meetings and events management for the Region (20%)

• Coordinate meetings, support events and organize conference calls including: booking rooms, tracking future agenda items, setting agendas, tracking action items, coordinating locations, catering, setting up technology services, and arranging needs for guests as required
• Enable leadership team readiness for Key Performance Indicator (KPI) and Business Planning monitoring
• Prepare agendas and reports on a daily basis in advance of meetings

Provide operations management and support at the regional level (25%)

• Prepare presentations, monthly Regional and Financial Centre (FC) news bulletins, campaign correspondence, communications, and other reports as required
• Support the team by continuously developing knowledge in own area and identify areas to processes to increase efficiency
• Manage shared drives, SharePoint sites, and maintain access to Manhattan
• Provide back up support for Financial Centre Administrators (FCAs) in locations where roles are co-located

Support in managing client interaction in accordance with Regional Vice President (RVP) expectations and professional standards (5%)

• Deliver professional and courteous service to all clients and visitors

• Exercise confidentiality and discretion in managing correspondence or information; escalate issues where appropriate

What do you need to succeed?

• Bilingualism (French, English, both spoken and written) required due to frequent interactions with English and French-speaking colleagues and internal partners across Canada and worldwide.
• High school diploma with 3-6 years of experience or an equivalent combination of education and experience - Degree or college diploma preferred
• Experience in an office environment as an executive assistant or in a client service role
• Strong experience in client service and an ability to contribute positively to the client experience, ensuring all clients and visitors receive professional and courteous service at all times
• Multitask, prioritize and work in a fast-paced environment
• Navigate the organization effectively to support the Region leadership
• Efficiently manage expectations/concerns using strong relationship management and communication skills, both verbal and written
• High regard for confidentiality and maintaining the privacy of clients and business
• An effective resource and flexible to adapt to changing work priorities of the Region leader and management teams
• Ability to work independently, take initiative and prioritize work with a sense of urgency as required
• Strong organizational skills and the ability to problem solve within their mandate
• Skilled/proficiency with software applications/programs as required (i.e. MS Office, Outlook, etc.)
• Demonstrated user proficiency and technical understanding with technology hardware (printers, notebooks, laptops, desktops etc.)

Asset :

• Experience providing support to a number of key leaders that are co-located or at a distance would be an asset
• Experience working in financial services or service industry would be an asset

What's in it for you?

• Flexible Benefits from the day you join to meet the needs of you and your family
• Wellness programs that support the three pillars of your health - mental, physical and financial
• Pension, stock and savings programs to help build and enhance your future financial security
• We're honoured to be recognized as a 2023 Best Workplaces in Ontario by Great Place to Work® Canada!
• Working together, sharing common values and encouraging growth & achievement

The Base Pay range is for the primary location for which the job is posted. It may vary depending on the work location of the successful candidate or other factors. In addition to Base Pay, eligible Sun Life employees participate in various incentive plans, payment under which is discretionary and subject to individual and company performance. Certain sales focused roles have sales incentive plans based on individual or group sales results.

Diversity and inclusion have always been at the core of our values at Sun Life. A diverse workforce with wide perspectives and creative ideas benefits our clients, the communities where we operate and all of us as colleagues. We welcome applications from qualified individuals from all backgrounds.

Persons with disabilities who need accommodation in the application process or those needing job postings in an alternative format may e-mail a request to thebrightside@sunlife.com.

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.

We thank all applicants for showing an interest in this position. Only those selected for an interview will be contacted.

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