Why You’ll Love Working Here

• high-performance, people-focused culture
• our commitment that equity, diversity, and inclusion are fundamental to our work environment and business success, which helps employees feel valued and empowered to be their authentic selves
• learning and development initiatives, including workshops, Speaker Series events and access to LinkedIn Learning, that support employees’ career growth
• membership in HOOPP’s world class defined benefit pension plan, which can serve as an important part of your retirement security
• competitive, 100% company-paid extended health and dental benefits for permanent employees, including coverage supporting our team's diversity and mental health (e.g., gender affirmation, fertility and drug treatment, psychological support benefits of $2,500 per year, parental leave top-up, and a health spending account).
• optional post-retirement health and dental benefits subsidized at 50%
• yoga classes, meditation workshops, nutritional consultations, and wellness seminars
• the opportunity to make a difference and help take care of those who care for us, by providing a financially secure retirement for Ontario healthcare workers

Job Summary The Executive Assistant is responsible for providing administrative support primarily to the Head of Global Private Equity and will support the HOOPP Capital Partners management team within the department.

This role will support the strategic objectives of the senior leadership team and be responsible for providing administrative support to enable the efficient and seamless operation of the department.

What You Will Do Co-ordinates the day-to-day administration, support and scheduling of the Head of Global Private Equity.

• Maintains daily calendar and schedule of the Head of Global Private Equity.
• Ensures the necessary background information and material are gathered prior to meetings/appointments.
• Maintains strictest level of confidentiality and discretion with respect to all of Head of Global Private Equity’s work.
• Interacts with all levels of staff within the organization to expedite action.
• Establishes and maintains confidential and departmental files.
• Able to accurately file and retrieve information from systems when required.
• Screens, organizes and priorities, electronic and written correspondence.
• Composes and prepares memos and other correspondence as delegated on behalf of the Head of Global Private Equity.
• Receives inquiries and determines urgency of attention.
• Responds to inquiries, internally and externally, ensuring appropriate actions, dissemination of information and follow up as necessary.
• Maintains regular communication with the Head of Global Private Equity.
• Co-ordinates travel arrangements, including flight, accommodations, car rental and meals.
• Handles travel complications, prepares and reconciles travel documentation, prepares expense reports, etc.
• Establishes program details and itineraries.
• Maintains equipment and office supplies including ordering required repairs or upgrades of equipment, stationery, etc.
• Processing of credit card accounts and payments.
• Organizes and co-ordinates the organization of special events or meetings.
• General maintenance of filing system
• Performs a variety of other administrative duties and support as required.
• Greets visitors.

Performs a variety of administrative duties and support as required to the direct reports of the Head of Global Private Equity including reports, presentations, meeting organization, luncheons, and special functions.

• Drafting and reviewing documents for the Head of Global Private Equity and ensuring that all reports and documents prepared for Committee meetings meet quality standards and are delivered within the strict timelines of the Board schedule.
• Plans and organizes team events
• Develops administration procedures and processes to support the Head of Global Private Equity
• Organizes and records minutes of meetings, prepares summary of meeting content, distributes and monitors action items to successful completion.

Provides support for Committee meetings

• Information gathering, research and drafting of written Board/Committee documents for review and input.
• Formats, layouts material to meet HOOPP corporate communication and Board/Committee quality standards.

What You Bring

• University or college education or equivalent
• 4 - 5 years Executive administrative support experience in a corporate business environment
• Committed to all of HOOPPs values: Trustworthy, Professional, Accountable, Collaborative
• 4 - 5 years years’ experience working in a financial services environment.
• Strong verbal and written communication skills
• Attention to detail/accuracy, commitment to thoroughness and timeliness
• Proficiency in corporate software (MS Outlook, Word, Excel, PowerPoint, Visio, Adobe, SharePoint, MS Teams) and video conferences (Teams meetings, Zoom)
• General research skills (beyond internet searching)
• Strong prioritizing and organizational abilities (demonstrated experience in multi-tasking and co-ordination, with an ability to manage multiple assignments, priorities and deadlines)
• Collaborative and a strong team player with "can do" attitude
• High level of professionalism and ability to work in an environment where a high level of confidentiality, tact, accuracy, quality and time sensitivity is essential.
• Resourceful, creative and solution-based approach to problem solving
• Sound professional judgement, and discretion in handling sensitive and confidential information
• Ability to work independently with minimal supervision