Role

OMERS Ventures is seeking an Executive Assistant to support its dynamic investment team in Palo Alto. This role offers a unique opportunity to work closely with senior leaders in a fast-paced, high-growth environment and is a hybrid office role.

As a member of this team, you will be responsible for:

• Provide a full range of administrative responsibilities for Ventures Partners, including managing complex calendars and meeting management, travel, expenses, overseeing incoming / outgoing communications, and supporting the prioritization of leader workloads
• Assist the broader Ventures team members with their expenses and travel
• Prepare and coordinate meetings and events such as Leadership team meetings, offsites and other OMERS Ventures key meetings
• Collaborate as a member of the broader Operations team to support team initiatives, execute and assist with projects and special assignments by establishing objectives, determining priorities, managing time, monitoring progress, problem-solving and adjusting plans as required
• Occasional day-of and on-the-ground light internal and external event execution support at or near office
• Proactively recommend enhancements to processes and issues to increase efficiency and share best practices
• Prioritize conflicting needs, troubleshoot, handle matters expeditiously, proactively and follow-through on projects
• Assist in the management of team invoices, creation of budget reports including monitoring and analyzing budgets, expenses and year end accruals
• Be an effective teammate and flexible in adjusting to changing work priorities
• Participate fully as a member of the team and contribute to a positive and inclusive work environment
• Coordinate extensive and sometimes complex domestic and international travel arrangements, hotels and itineraries
• Plan and coordinate for onsite and offsite meetings, meeting rooms, special functions and events including logistics such as location, meals, technology, communication, materials and RSVP’s.
• General office duties may include ordering catering, mail distribution, greeting guests, stocking supplies, etc.

To succeed in this role, you have:

• 5-10 years experience supporting executives in complex and dynamic environments, preferably in a professional Financial Services context
• Demonstrated strength in time management and organizational skills with the ability to multi-task in a fast paced and demanding environment, maintaining keen attention to detail
• Strong sense of curiosity and comfort to work with and experiment with AI assisted digital tools and platforms, and excellent computer literacy with MS Office Suite
• Possess exceptional interpersonal, influential, verbal and written communication skills
• A post-secondary education (college or university) is preferred

And you demonstrate:

• A positive “can-do” attitude, focused on collaborating effectively for broader team success
• Proactive approach to work, always looking to process improve and make things better, resolving any issues in a professional and calm manner.
• Superior people skills, maintaining courtesy, professionalism and a constructive disposition in all contexts
• Resiliency, resourceful and flexible in adapting to changes to team and leader’s accountabilities, projects, and priorities and able to devise contingency plans as needed
• The ability to thrive in dynamic organizations that constantly evolve and adapt