Administrative Assistant, Data & Technology

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Join a global workplace where employees thrive. One that embraces diversity of thought, expertise and experience. A place where you can personalize your employee journey to be - and deliver - your best.

We are a purpose-driven, dynamic and sustainable pension plan. An industry leading global investor with teams in Toronto to London, New York, Singapore, Sydney and other major cities across North America and Europe. We embody the values of our 665,000 members, placing their best interests at the heart of everything we do.

Join us to accelerate your growth & development, prioritize wellness, build connections, and support the communities where we live and work.

Don’t just work anywhere - come build tomorrow together with us.

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Role Summary

The Administrative Assistant provides high-quality administrative and coordination support to multiple Vice Presidents within the Data & Technology organization. The role supports leaders in a fast-paced, collaborative environment and plays an important part in enabling effective day-to-day operations.

This role works closely and collaboratively with the Executive Assistant, contributing to seamless leadership support across the team. The Administrative Assistant and Executive Assistant work together to provide mutual backup coverage during vacation periods or peak workloads, ensuring continuity of support.

This position reflects how we work at OMERS - with integrity, professionalism, and a commitment to excellence. It is well suited for an administrative professional who is highly organized, service-oriented, and interested in developing their career within executive support.

You will be responsible for:

Administrative & Executive Support

• Provide day-to-day administrative support to multiple Vice Presidents within the Data & Technology team
• Manage calendars, schedule meetings, and coordinate availability across internal and external stakeholders
• Coordinate meeting logistics, including room bookings, and distribution of agendas and materials as required
• Monitor and manage meeting requests and follow-ups, ensuring accuracy and timely execution
• Assist with travel coordination, expense submissions, and basic administrative requests as required

Collaboration & Backup Support

• Work collaboratively with the Executive Assistant to ensure consistent, high-quality support across the leadership team
• Act as backup support for the Executive Assistant when required, particularly during vacation coverage or peak periods
• Share information, processes, and priorities proactively to ensure continuity of support
• Support broader administrative coverage within Data & Technology as needed

Meeting & Stakeholder Coordination

• Serve as a professional point of contact for internal and external stakeholders
• Support the coordination of leadership meetings, working sessions, and recurring forums
• Track meeting logistics and assist with follow-ups and action items where appropriate

Operational & Team Support

• Maintain organized electronic filing and document management practices
• Assist with team communications and administrative coordination as required

How We Work at OMERS

At OMERS, we are committed to acting with integrity, working collaboratively, and delivering excellence in everything we do. We value people who take ownership, show respect for diverse perspectives, and approach their work with care and professionalism.

The Administrative Assistant is expected to demonstrate these principles by:

• Handling sensitive information with discretion and sound judgment
• Building respectful, trusted relationships across teams and leadership at all levels of the organization
• Taking pride in high-quality work and reliable follow-through
• Approaching challenges with a solution-oriented mindset
• Contributing positively to a collaborative, inclusive team environment

Required Skills & Experience

• 1-3 years of experience in an administrative, coordinator, or assistant role
• Strong organizational and calendar-management skills
• High level of professionalism, discretion, and attention to detail
• Excellent written and verbal communication skills
• Ability to manage multiple priorities in a fast-paced environment
• Proficiency with Microsoft Outlook, Teams, Word, Excel, and PowerPoint

Preferred Skills & Experience

• Experience supporting multiple leaders or senior stakeholders
• Exposure to a corporate, financial services, or technology environment
• Interest in developing a career path within executive support
• Collaborative and team-oriented
• Service-focused with a strong sense of accountability
• Adaptable and eager to learn
• Highly organized and dependable
• Trusted to handle confidential information with care

We believe that time together in the office is important for OMERS and Oxford, the strength of our employees, and the work we do for our pension members. In delivering on our pension promise, keeping us connected to our work and each other, our flexible hybrid work guideline requires teams to come in to the office 4 days per week.

You may also be eligible to receive an annual Incentive Award pursuant to our Short-term Incentive plan and our Long-Term Incentive plan (if applicable), and to participate in our group benefits and retirement plans - details on these elements of compensation are included within OMERS & Oxford offer letters.

As one of Canada’s largest defined benefit pension plans, our people-first culture is at its best when our workforce reflects the communities where we live and work - and the members we proudly serve.

From hire to retire, we are an equal opportunity employer committed to an inclusive, barrier-free recruitment and selection process that extends all the way through your employee experience. This sense of belonging and connection is cultivated up, down and across our global organization thanks to our vast network of Employee Resource Groups with executive leader sponsorship, our Purpose@Work committee and employee recognition programs.

Artificial intelligence (AI) tools are used to support certain stages of the OMERS recruitment process. While AI assists us in our process, human judgment and decision-making remain central to our candidate experience.