Executive Assistant, Infrastructure
2 weeks ago
Are you looking to join a dynamic pension plan that embodies the strong values of its 500,000 members and is an industry leading global investor? If so, we would love to tell you our story.
At OMERS we put our people first and are proud to embrace the diversity of thought and leadership that comes from having locations in Toronto, London, New York, Singapore, Sydney and other major cities across North America and Europe.
We get stuff done, and have fun doing it We take great pride in contributing to the communities where we live with an ever-constant eye to the global investment markets.
OMERS Infrastructure is hiring an Executive Assistant located in our Sydney office to support our Infrastructure team.The Sydney team currently consists of 1 Senior Managing Director, 2 Managing Directors, 2 Directors, 2 Associate Directors, 1 Senior Manager, 1 Senior Analyst and 2 Associates.
The team makes and manages investments in the infrastructure sector across Australia.
You will be an important member of our team, a resourceful self-starter who can work independently with mínimal supervision and direction.
You will be required to exercise good judgment, strong coordination skills and show initiative to support multiple, complex activities on behalf of the team.
Occasionally, this position may be required to work outside of business hours in order to meet the needs of a global business.
As a member of this team, you will be responsible for:
Providing a full range of secretarial and administrative services for a current team of 11, ensuring quality service and professionalism at every interaction
Managing, coordinating, and maintaining calendars with conflicting priorities, which often include multiple time zones
Managing meetings which includes scheduling and preparing, as well as, distributing agendas
Coordinating multiple and sometimes complex domestic and international travel arrangements, hotels and itineraries, as well as preparing travel and expense reports
Prioritising conflicting needs, troubleshoot, handle matters expeditiously, proactively and follow-through on projects where necessary
Building strong relationships across the organisation, including partnering with internal and external stakeholders, as well as collaborating with the other Executive Assistants in the Sydney office and other global offices of OMERS Infrastructure
Administration of confidential files and presentations
Keeping the internal Customer Relationship Management (CRM) tool up to date
Processing all invoices received for payment and complete expense reimbursement requests
Preparing and coordinating department-wide meetings and events, including agenda development and distribution, reservation, and preparation of [virtual] meeting rooms and documentation and distribution of meeting minutes
Be an effective teammate and flexible in adjusting to changing work priorities
Participating fully as a member of the team and contribute to a positive and inclusive work environment
Providing backup and vacation coverage support to other members of the Executive and Office Assistant team.
Performing additional administrative duties and/or special projects as assigned
To succeed in this role, you have:
Minimum 8 to 10 years' experience in a similar role supporting senior leaders and team in a large, complex, international organisation
A post-secondary education is preferred
Excellent computer literacy, MS Office Suite experience and digital tools experience including MS Teams, PowerPoint, SharePoint etc.
Works extremely well under pressure with the ability to meet tight deadlines while maintaining attention to detail
Demonstrates superior customer service skills, maturity and professionalism when partnering with all levels and external stakeholders
Demonstrates strength in time management and organisational skills with the ability to manage multiple tasks in a fast paced and demanding environment
Demonstrates the ability to prioritize, work independently with mínimal direction and proficiency in dealing with ambiguity
Detail oriented and proactive
Proactively resolves any issues in a professional and calm manner
Exercises high levels of discretion, professionalism, tact and judgment to deal with sensitive and confidential materials and matters
Possesses exceptional interpersonal, influential, verbal and written communication skills
Resilient, resourceful and flexible in adapting to changes to the senior leader and/or team members' accountabilities, projects, and priorities, and able to devise contingency plans as needed
Ability to thrive in dynamic organisations that constantly evolve and adapt
Have flexibility to work extra hours on occasion, if necessary
Our story:
Founded in 1962, OMERS is one of Canad
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