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Executive Administrative Assistant
Sun Life Financial
Wellesley, MA, United States
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At Sun Life, we work together, share common values and encourage growth and achievement. We offer many career paths that attract a wide variety of talent and skills. Follow a path that lets your talents shine.
Job Description:
RESPONSIBILITIES:
• Proactively manage the calendars of senior leaders to maximize their time and availability. Anticipate and avoid scheduling conflicts by planning meetings and events in advance as much as possible.
• Schedule & Coordinate meetings, events and training initiatives and any related ancillary activities, including booking venues, travel arrangements, itineraries, contact names/numbers.
• Collaborate with leaders to proactively manage all aspects of their travel arrangements making them as cost and time efficient as possible. Collate and submit expense reimbursements for VP’s via Concur in line with Sun Life’s Expense Reimbursement policy.
• Support VP’s with coordinating staffing needs for their direct reports – for example posting, on-boarding, setting up access requests, IT/system access coordination and verifications, arranging hardware/cell phones for new hires as necessary, visas etc.
• Monitor and manage VP’s email box for any urgent or time sensitive issues (for example, meeting requests, client issues), and set up ‘Out of office’ message as necessary when travelling or on vacation.
• Support VP and the Distribution team with producing and collating reports and/or presentations for internal and external purposes, coordinating with the Marketing and Communications teams as necessary.
• Collaborate with the Strategic Initiatives team, the Project Management office and the Distribution & Product teams to facilitate the timely achievement of projects, including scheduling steering meetings, project updates, producing charts and monitoring project timelines.
• Support the VP’s and Senior leaders in their day to day management of their calendar to help facilitate a healthy work-life balance, for example organizing lunch/dinner as necessary, scheduling meetings to account for time zones, reminders re packing/dry cleaning/leaving sufficient time to get to airports etc.
• Provide daily and vacation cover for the team of admin assistants across SLF International and Receptionist in Bermuda to support the smooth running of the Bermuda office and senior leadership team.
QUALIFICATIONS:
• Minimum 5+ years’ experience as administrative assistant, or equivalent, in corporate environment.
Strong interpersonal & communication skills, both written and verbal, at all levels across the organization.
Fluent in Microsoft Office suite of applications.
Technically proficient in using video conferencing equipment, Adobe, Workplace and Outlook an advantage.
Must be able to effectively prioritize tasks and ‘push back’ as necessary to manage calendar.
Must have a demonstrated track record of success managing competing priorities.
Experience providing administrative support to multiple parties.
Quick learner and detail oriented.
Ability to build strong relationships quickly and develop support network.
Sun Life Financial (U.S.) Services Company, Inc. is a federal contractor subject to Executive Order 11246, Section 4212 of the Vietnam Era Veterans’ Readjustment Assistance Act of 1974, as amended, and Section 503 of the Rehabilitation Act of 1973, as amended. As such the company is committed to taking positive steps to implement the employment-related aspects of the company’s equal employment opportunity policy. It is the company’s policy to take affirmative action to employ, advance in employment, and otherwise treat qualified minorities, females, protected veterans, and individuals with disabilities without regard to their race/ethnicity, sex, veteran status, or disability.
Pursuant to 41 CFR §§ 60-300.44(f)(1)(ii) and 741.44(f)(1)(ii), we hereby notify you of our company policy related to our affirmative action efforts and request appropriate action on your part.
Job Category:Administrative Services
Posting End Date:18/11/2018