Executive Assistant

at  Sun Life

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:

Sun Life is seeking a talented individual to fill the role of Executive Assistant to provide efficient and high-quality administrative support to the SVP, Total Rewards and additional senior leaders within the Total Rewards area of Human Resources, specifically: SVP, Total Rewards; Vice President, Total Rewards, Enterprise; Senior Managing Director (SMD), Total Rewards, Asset Management; and AVP, Executive Compensation. The successful candidate will be proactive, collaborative, and a creative thinker with the ability to handle a variety of responsibilities. The role is fast paced with multiple demands and requires judgement, clear communication, and a demonstrated regard for confidentiality.

NOTES/UNIQUE REQUIREMENTS

• Occasional overtime, ability to work flexible hours with minimal notice and or travel between locations may be required on rare occasions.

• Manage all aspects of the of SVP and senior leaders’ calendars to ensure meetings are prioritized with internal and external participants. Includes ensuring there is appropriate time in between meetings.
• Partner with the team and other Executive Assistants to schedule key meetings with internal and external stakeholders in preparation for five Management Resources Committee (MRC) meetings of the Board of Directors annually. These meetings include senior management participation such as the President & CEO, EVP & Chief People and Culture Officer (CPCO), and executive team members and requires close collaboration with the Executive Assistant to the EVP & CPCO.
• Screen and manage outside meeting requests with tact and diplomacy to identify issues and determine priority using judgment, sensitivity, and confidentiality.
• Identify and pro-actively manage conflicting demands, coordinating with other EAs.
• Coordinate meeting logistics, preparing agenda and materials for internal meetings (using OneNote) for SVP and senior leaders.
• Plan and execute events organized by the SVP and senior leaders, including townhalls, functional events while supporting content, attendees, facilities, presenters, surveys etc.
• Help manage the email inbox for the SVP and senior leaders (i.e., deleting junk mail, deleting unnecessary emails, filing relevant external research messages, flagging messages requiring immediate attention).
• Collaborate with vendor management and finance to set up new vendors, manage Master Service Agreements (MSA) and Statements of Work (SOW) and process invoices in a timely manner.
• Liaise with internal partners such as Internal Conference Services, Linguistics, Communications, Procurement, etc.
• Coordinate travel arrangements and manage and prepare expense reports for the SVP and senior leaders. Support purchasing activities for the broader team.
• Support on-boarding of new employees of SVP and senior leaders.