Executive Assistant

Position Overview

Reporting to the EVP, Portfolio Management and the VP, Investments, this position provides high-level administrative support to the Toronto-based Portfolio Management and Investments teams.

The successful candidate will bring a high degree of accuracy, professionalism, discretion, and sound judgment to the role. You are highly organized, proactive, and detail-oriented, with the ability to effectively prioritize and manage multiple tasks in a fast-paced environment. You are a collaborative team player who is willing to take on both complex and routine responsibilities to support the broader team.

This role also provides an opportunity to gain exposure to both legal and analytical functions within the organization.

This role is hybrid based out of their downtown office (4 days/week onsite).

Responsibilities

General Administration

• Coordinate internal and external meetings, including preparation and organization of supporting documentation.

• Attend meetings as required to take minutes, track action items, and coordinate follow-up.

• Monitor projects and ensure information and deliverables remain current and up to date.

• Serve as a communication liaison between internal and external stakeholders.

• Handle correspondence and confidential information with professionalism, discretion, and sound judgment.

• Provide general office support, including photocopying, scanning, answering phones, and welcoming visitors.

• Process invoices and expense reports accurately and in accordance with accounting policies.

• Coordinate travel and accommodation arrangements for team members as required.

• Prioritize competing demands, manage expectations, and ensure deadlines are met.

• Respond to ad hoc information requests and support special projects as needed.

• Provide backup administrative coverage for colleagues during periods of absence.

Calendar Management & Meeting Logistics

• Manage calendars, appointments, department meetings, boardroom bookings, conference calls, social engagements, and on-site and off-site meetings.

• Coordinate catering, IT resources, travel arrangements, and other logistical requirements to ensure meetings and events run smoothly.

• Obtain and organize briefing materials from appropriate internal and external sources.

• Support team members in maintaining timely attendance and preparedness for meetings and events.

Documentation & File Management

• Prepare and format a variety of documents, including reports, memos, letters, and presentations.

• Support internal processes by serving as a key point of contact and coordinating reporting groups.

• Establish and maintain organized electronic and physical filing systems.

• Coordinate the execution of key legal documents, including monitoring execution status and following up to ensure timely completion.

• Support the team’s overall document management, filing, and organizational requirements.

Relationship Management

• Act as a key liaison between the team and internal and external professionals and stakeholders.

• Build and maintain strong working relationships with executive administrative professionals and other internal partners.

• Contribute to a positive, collaborative, and supportive work environment aligned with GWLRA’s values.

Qualifications

• Post-secondary education in a relevant discipline.

• Minimum of 3 years of experience in a senior-level administrative role.

• Advanced proficiency with Microsoft Office, particularly Word, Excel, PowerPoint, Teams, and Outlook.

• Demonstrated ability to work effectively in a team-oriented environment where flexibility, proactive communication, and anticipating the needs of others are essential.

• Strong relationship-building skills and the ability to interact professionally and confidently with a wide range of internal and external stakeholders.

• Excellent written and verbal communication skills; bilingualism is considered an asset.

• High level of integrity, professionalism, and discretion when handling confidential and sensitive information.

AI may be used to support certain administrative aspects of our recruitment process. However, all applications and resumes are reviewed by qualified human reviewers, and all screening and hiring decisions are made solely by the hiring team.

The posted salary range reflects expected compensation for this role in accordance with Ontario pay transparency requirements. Actual compensation will be determined based on the successful candidate’s experience, skills, and qualifications and may fall anywhere within the range.