The Executive Assistant (“EA”) plays a critical role in enabling the effective operation of the Strategy and Risk Division. Reporting to the Chief Risk and Strategy Officer (CRSO), the EA provides proactive, high-level administrative, coordination, and operational support to the CRSO and divisional Vice-Presidents.

Beyond traditional executive assistance, this role serves as an integrator across the division—supporting investment and management committee governance, financial administration, divisional initiatives, and events. The EA is a trusted partner who anticipates needs, exercises sound judgment, and contributes actively to a respectful, collaborative, and high-performing culture.

What you will do:

NOTE: Required to be in office full-time (not hybrid)

Executive & Divisional Support

• Provide comprehensive administrative support to the Chief Risk and Strategy Officer (CRSO) and divisional Vice-Presidents, including complex calendar management, meeting coordination, travel arrangements, and correspondence.

• Anticipate priorities, deadlines, and potential issues, proactively addressing needs to ensure leaders are fully prepared and supported.

• Coordinate divisional activities and initiatives involving multiple Vice-Presidents, ensuring alignment, follow-through, and timely execution.

Committee Secretariat & Governance Support

• Act as secretary for designated investment and management committees within the Strategy and Risk Division.

• Organize committee logistics, including meeting schedules, agendas, materials, and distribution.

• Prepare, record, and circulate accurate meeting minutes; track decisions and action items and follow up as required.

• Maintain committee records in accordance with governance, audit, and documentation standards.

• Collaborate effectively with other committee secretaries and Executive Assistants across the organization to ensure consistency and coordination.

Financial & Budget Support

• Support divisional budget activities, including preparation, tracking, forecasting, and reconciliation, in partnership with divisional leadership and Finance.

• Process invoices, expense claims, and payments accurately and on time.

• Monitor budget-related deadlines and proactively flag variances, risks, or issues.

Events, Engagement & Coordination

• Coordinate divisional meetings, offsites, training sessions, and events, managing logistics end-to-end.

• Support activities that foster team engagement, collaboration, and a positive divisional culture.

• Partner with other divisional Executive Assistants to support enterprise-wide initiatives, events, and campaigns.

Relationship Management & Collaboration

• Build strong, trust-based relationships with executives, Executive Assistants, and stakeholders across the division and the organization.

• Act as a key point of coordination and communication, facilitating clear, timely, and accurate information flow.

• Model a collaborative, respectful, and service-oriented approach in all interactions.

Culture, Performance & Continuous Improvement

• Uphold the highest standards of confidentiality, professionalism, and ethical conduct.

• Contribute actively to maintaining a positive, inclusive, and high-performing divisional culture characterized by respect, collaboration, and accountability.

• Identify opportunities to improve administrative processes, tools, and ways of working; implement enhancements that increase efficiency and effectiveness.

• Demonstrate consistent high performance, adaptability, and resilience in a fast-paced, executive environment.

What you bring:

• University/college education or equivalent

• Minimum 3 years of executive administrative experience supporting senior leaders in a complex corporate or institutional environment.

• Demonstrated experience acting as a committee secretary, including agenda preparation, minute-taking, and action tracking; experience with investment, risk, or governance committees is an asset.

• Proven experience supporting budget activities, forecasting, and financial administration, including invoice and expense processing.

• Advanced proficiency with Microsoft 365 (Outlook, Word, Excel, PowerPoint, Teams, SharePoint).

• Exceptional organizational, time-management, and multitasking skills, with strong attention to detail.

• Excellent written and verbal communication skills, including professional correspondence and high-quality documentation.

• Strong interpersonal skills with the ability to build effective relationships across all levels of the organization.

• Highly proactive, service-oriented, and solutions-focused, with the ability to anticipate needs and act independently.

• Demonstrated ability to handle sensitive and confidential information with discretion and sound judgment.

• High-performing, adaptable, and resilient, with a strong work ethic and commitment to excellence.

• Strong alignment with HOOPP’s values and a demonstrated commitment to fostering a respectful, collaborative, and positive workplace culture.

#LI - Onsite