Executive Assistant

email resume to melanie.iacovino@sunlife.com 

The incumbent will be responsible for providing efficient and high-quality administrative support primarily to the VP, Digital Wealth (CSC team) in Group Retirement Services (GRS) and senior leaders within the CSC organization. The successful candidate will be a self-confident, pro-active, digital savvy, innovative thinker with superior organization and time management skills, and the ability to handle a variety of responsibilities.  The role is fast paced with multiple demands, coordination of multiple stakeholders and priorities, and requires a demonstrated regard for confidentiality and a high level of judgment. 

The incumbent will provide efficient and high-quality administrative support to the VP and the four Assistant Vice-Presidents who lead a team of approx.200 employees. The successful candidate will be a self-confident, pro-active, innovative thinker with superior organization and time management skills, and the ability to handle a variety of responsibilities.  The role is fast paced with multiple demands, requires a demonstrated regard for confidentiality, a high level of judgment and autonomy. 

What you will do with strategic prioritization and anticipation of business needs:

• Manage executive priorities, operating rhythms and complex schedules ensuring leadership time is aligned to business objectives
• Field calls and emails, determine nature of business, identify priorities and respond appropriately
• Monitor e-mail and incoming mail - alerting to issues requiring immediate attention
• Arrange and coordinate appointments and meetings and manage the conflicting demands and changes to schedules
• Manage the budget and expenses for the senior leaders’ cost centres including expense reimbursement, payment of invoices, and budget reporting
• Serve as a trusted partner to senior leaders, proactively coordinating across all stakeholders to drive alignment, execution and communication.  
• Compose some correspondence on behalf of the senior leaders
• Coordinate travel arrangements and accompanying material
• Manage team locations, book offices & meeting rooms (on site and off site) and arrange visitor notices
• Purchase coordinator for the team; setting up purchase orders and processing invoices
• Submit travel expenses on Expense Management System (Concur) on behalf of the leadership team
• Provide coverage for other EA's during vacation time/absence
• Internal Event Support:
  • Liaise with internal partners such as Event Services, Linguistics, Communications and Legal to coordinate planning activities and carry out activities
  • Program material support and maintenance such as agendas, presentations, job aids, certificates and checklists
  • Lead or assist with planning meetings; Support or lead event planning for the team as appropriate
  • Event logistics research and booking including venues, meals, accommodation, equipment, transportation, materials, printing
  • Coordinate leadership meetings, ensuring agendas, materials, decisions ands action items are effectively managed
  • Pre and post event communications including pre-work, surveys, feedback summaries, capturing lessons learned and incorporating into future programs
  • Assist with development of project specific presentations, excel spreadsheets and word documentation to support various projects 
• Maintenance of the teams’ events calendar and meetings folder, as applicable
• Pay all invoices, track and monitor expenditures and report on any variances may be required

Competencies:

• Executive administrative assistant experience
• Excellent time management and organizational skills with ability to manage conflicting priorities is required
• Ability to anticipate and respond to needs in a fast-paced environment
• Sound judgment with decision-making, negotiation and excellent communication skills
• Ability to work independently with minimal direction and frequent interruptions
• Comfortable in a fast-paced environment and solid comfort with digital technology
• Requires the ability to handle highly sensitive and confidential information
• Experience using multiple technology platforms including Microsoft Office Products, SharePoint, expense management and procurement platforms, etc.
• Able to quickly learn and be proficient in understanding the overall Sun Life and Client Experience Office organizations
• Ability to build relationships and work well with partners, clients and consultants
• Must possess a high level of commitment and dedication to the role and team

Notes/Unique requirements:

• Occasional overtime or travel between locations may be required

Why join Sun Life:

• Being a member of the Sun Life family, a group of people united by our Purpose: to help Clients and Employees achieve lifetime financial security and live healthier lives
• A friendly, collaborative and inclusive culture
• A collaborative and interactive team environment
• Being part of our journey in developing the next greatest digital experience
• Working together, sharing common values and encouraging growth & achievement
• Joining a reputable organization with over 150 years of history
• Certified Great Place to Work in Canada in 2026