Job Description

Our Company


Ontario Teachers\' Pension Plan Board (Ontario Teachers\') is the administrator of Canada\'s largest single-profession pension plan, with CAD $242.5 billion in net assets as of June 30, 2022. We hold a diverse global portfolio of assets, approximately 80% of which is managed in-house. The defined-benefit plan, which is fully funded as of January 1, 2021, invests and administers the pensions of the province of Ontario\'s 333,000 active and retired teachers. Ontario Teachers\' is an independent organization headquartered in Toronto and our other investment offices are based in London, Hong Kong, Singapore, and India. We employ more than 1,500 employees globally.


The Opportunity


As a Senior Secretary, you will be supporting the Private Capital investment team and the day-to-day office operations. The investment professionals will focus on investment opportunities across Australia, New Zealand, India and South East Asia. You will provide executive administrative support and including managing / coordinating meetings, preparation of meeting materials including preparing materials or creating PowerPoint decks, handling complex meeting and diary management with internal and external parties as well as plan and execute complex travel arrangements and itineraries and expense reporting.


Who you\xe2\x80\x99ll work with


Reporting to the Senior Managing Director, Private Capital, you will support his team of investment professionals in Singapore. You will also work closely with the regional administrative support teams and IT support teams based in Hong Kong, Singapore and India, as well as collaborate with colleagues from other departments like Finance, Operations etc. across our other global offices.



What you\xe2\x80\x99ll do

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  Handle full spectrum of executive secretarial and administrative support that includes:

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  Pro-actively managing and organizing the investment team\xe2\x80\x99s complex diary planning and meetings with internal and external stakeholders. This would include but not limit to; conference calls, meetings, appointments etc. Ensure attendance requirements and shifting are managing efficiently, including distribution of meeting itinerary, items, action and follow-ups as required.
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  Organize and prepare materials required for meetings and discussions
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  Support team reporting and planning activities, management of department / team\xe2\x80\x99s budget as well as taking meeting minutes as required, during team meetings

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  Plan and execute highly complex travel itineraries and arrangements which include coordinating transfers, accommodations, conferences and registrations, meetings etc as well as handling any last minute or unexpected change
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  Organize and coordinate team and / or office-wide or off-site events and plan for catering where needed
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  Prepare monthly expense reports and assist with the expense claims\xe2\x80\x99 submissions as well as working with Finance in managing any invoices on behalf of the investment team / office.
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  Handle any general inquiries on behalf of the team and manage guests on premise as a representative of the Singapore Office
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  Manage document filing and archiving

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  Help to create, consolidate and format deck presentations as requested

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  Managing and screening incoming calls and e-mail/ mail in a professional manner, and resolving enquiries using tact and sound judgment
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  Work closely with other internal and external stakeholders / divisions as such Administrative Support, Finance, Legal, Compliance, Risk, People & Culture, external partners, vendors and visitors while flawlessly handle confidential and critical details
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  Work closely with the other administrative support team members in other locations to support the regional administrative needs
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  Organizing and dealing with couriers and packages delivered to the Office

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  Assist with the Office and facilities\xe2\x80\x99 maintenance and upkeep, including liaising with office management, taking care of stationery and equipment supplies
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  Proactively exercise good judgment with regards to internal security procedures
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  Performing other duties as assigned

What you\xe2\x80\x99ll need

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  Minimum 10 years of solid experience as an executive secretary or executive assistant preferably gained from a similar set up
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  Current or previous experience working in the financial industry, preferably either for an investment firm, fund or investment bank
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  In-depth experience in supporting teams and especially handling complex travel logistics, plans and meetings as well as handling day to day administrative requirements
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  Excellent interpersonal and communication skills in written and spoken English
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  Exceptional Proficiency with MS Office Applications

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  Able to manage and apply judgement with full understanding of urgency and priorities of the business, routinely needing to multi-task with little to no direction
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  Excellent communication, organizational, and analytical skills, specifically related to time management, budgets and events
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  Pro-active team player
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  Has the ability to maintain confidentiality and acts with discretion with a high degree of maturity and professionalism
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  Has the ability to build strong relationships across the organization and including external parties

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  Ability to work in a dynamic, fast-moving environment

#LI-CT1

#LI-Hybrid

What we\'re offering

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  Pay for performance environment that offers competitive salary and incentives
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  Numerous opportunities for professional growth and development
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  Comprehensive employer paid benefits coverage
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  A flexible/hybrid work environment combining in office collaboration and remote working
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  Competitive time off
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  Our Flexible Travel Program gives you the option to work abroad in another region/country for up to a month each year
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  Degreed: a digital platform that helps you quickly and easily discover, share, and track various learning resources \xe2\x80\x94 from courses to videos to articles and more

At Ontario Teachers\', diversity is one of our core strengths. We take pride in ensuring that the people we hire and the culture we create, reflect and embrace diversity of thought, background and experience. Through our Diversity, Equity and Inclusion strategy and our Employee Resource Groups (ERGs), we celebrate diversity and foster inclusion through events for colleagues to connect for professional development, networking & mentoring. We are building an inclusive and equitable workplace where our talent is respected, accepted and empowered to be themselves. To learn more about our commitment to Diversity, Equity and Inclusion, check out
Life at Teachers\'.

How to apply

Are you ready to pursue new challenges and take your career to the next level? Apply today! You may be invited to complete a pre-recorded digital interview as part of your application.

We thank you for applying, however, only those selected for a personal interview will be contacted. Note that candidates must be legally entitled to work in the country where this role is located.

Accommodations are available upon request for candidates with a disability taking part in the recruitment process and once hired. Please contact us at
apac_recruitment@otpp.com .

The privacy of your personal information is important to us. Please visit our
Privacy Centre to learn how we handle your personal information.

Functional Areas: Administration









Requisition ID: 4954