Executive Assistant, Board Support

ABOUT US

We’re one of Canada’s largest pension investment managers, with CAD$264.9 billion of net assets as of March 31, 2024.

We invest funds for the pension plans of the federal public service, the Canadian Forces, the Royal Canadian Mounted Police and the Reserve Force. Headquartered in Ottawa, PSP Investments has its principal business office in Montréal and offices in New York, London and Hong Kong. 

Capturing and leading complex global investments requires us to work as one to seize valuable opportunities, in close collaboration with some of the world’s top companies. At PSP, you’ll join a team of motivated and engaged professionals, dedicated to propelling our organization further than ever before.

EXPERIENCE THE EDGE

At PSP, we encourage our employees to grow, forge powerful relationships, contribute and fuel inspired investment launchpads. We are committed to a culture that fosters collaboration and allows us to think beyond, in an interconnected way. We advocate for our employees to speak-up, learn, experiment, share, and be part of an inclusive work environment where diversity is embraced.

ABOUT THE TEAM 

This position is an excellent opportunity for an experienced Executive Assistant to join a first-class, dynamic, team-oriented, highly motivated and supportive Legal team to develop their career. PSP is committed to hiring exceptional people who will contribute their expertise, talent and energy towards PSP’s mandate.

Reporting to the Managing Director, Head of Legal (Americas) and Corporate Secretary, you will be primarily responsible for providing support to board members and for board activities as well as provide overall administrative support for the Managing Director previously mentioned, the Senior Director and Assistant Corporate secretary, and a Senior Director, Legal affairs.

ABOUT YOUR ROLE

As an Executive Assistant, you’ll:   

• Provide overall administrative and operational support for the Managing Director by utilizing excellent communication skills, exercising sound judgment and discretion, interacting with internal and external partners, including senior level executives

• Manage the agendas and coordinate the schedules of the Managing Director and Senior Directors, including coordinating meetings, creating agendas, organizing participation in conferences as well as handling meeting logistics

• Assist in filing emails as required

• Ensure all documents pertaining to the Board of Directors and the Corporate Secretariat are filed in the iManage system as required

• Coordinate travel arrangements, providing all required documents (itineraries, tickets) and prepare expense reports

• Prepare credit card reconciliation monthly of the Corporate Secretariat credit card used for Board and Committee meeting needs

Board Support:

• Manage and communicate to relevant stakeholders’ the calendar of meetings for current and future years. Send out placeholders and invitations to management and the board

• Prepare and email notices and daily schedule for upcoming Board meetings

• Manage attendances for all committees including preparation of attendance sheet and sending Outlook invitations to all involved including booking meeting room

• Manage edits to documents as well as supporting with posting on board portal

• At times, edit of minutes following comments from management and/or from the chair of the board and post minutes on board portal

• Coordinate logistics and travel arrangements providing all required documents (itineraries, tickets, booking venue for Board and Management dinner, prepare seating plan and be onsite that evening at the beginning to make sure all is running smoothly) as well as preparing expense reports, after all board and committee meetings for all Board members in a timely manner

• Managing all logistics with regards to the strategic session (once a year outside of the office) such as but not limited to finding the venue, booking of hotels, flights, restaurants and accommodations, managing seating plan etc. and attending the session as the go-to person

• Coordinate approval of all expense reports every quarter with the concerned members of the board

• Assist with Code of Conduct related processes

• Demonstrate integrity, the ability to maintain the utmost confidentiality and the capacity to manage many situations that will arise

WHAT YOU’LL NEED

• Graduate diploma in a relevant field or equivalent experience. Bachelor’s degree an asset

• At least eight (8) years of experience as Administrative Assistant/ Executive Assistant supporting senior management in a dynamic, professional, and complex organization 

• Project Management skills 

• Advanced knowledge of Teams, Outlook, Word, Concur and PowerPoint and the interest and capacity to adapt to new technologies and tools

• Excellent client service approach with high degree of proactivity and responsiveness 

• Ability to navigate a fast-paced environment

• Ability to handle sensitive and confidential information with professionalism, discretion and good judgement 

• Detail-oriented 

• Strong interpersonal skills and ability to build an internal network 

• Autonomy, curiosity, proactivity and solution-oriented 

• Strong ability to prioritize and multitask 

• Effective communications skills, both written and spoken, with excellent writing skills 

• Ability to work independently with minimal supervision 

• Bilingualism: English and French (frequent interactions in English with PSP employees based in our offices in Hong Kong, London and New York, and interactions in French with employees in our local offices in Montreal and Ottawa) 

We offer a tailored employee experience and competitive total rewards and benefits package* designed to attract and retain global diverse talent, reward performance, and reinforce business strategies and priorities. Beyond salary and incentive pay eligibility, you have access to:

• Investment in career development

• Comprehensive group insurance plans

• Competitive pension plans

• Unlimited access to virtual healthcare services and wellness programs

• Gender-inclusive paid family leave policy: up to 26 weeks for primary caregivers, 5 weeks for secondary caregivers

• A personalized family-building support, from pre-pregnancy to menopause, with available financial assistance

• Vacation days available on day one with additional days on milestone service anniversaries, and summer Friday afternoons off

• A hybrid work model with a mix of in-office and remote days

*Benefits package may vary based on your employee type.

At PSP, we aim to provide an inclusive workplace where we leverage diversity and where everyone feels valued, safe, respected and empowered to grow. As part of this leadership commitment, we strongly encourage applications from all qualified applicants and strive to offer an inclusive and accessible candidate experience. If you require any accommodation for any part of the recruitment process, please let us know.

Visit us on www.investpsp.com/en/

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