Halifax, Nova Scotia
The Halifax Regional Municipality Pension Plan Office is a busy and growing office dedicated to the effective operation of a $1.9 billion pension plan serving approximately 10,000 members.
On their behalf, we are inviting applications to fill a full-time position for an Executive Assistant. Reporting to the Chief Executive Officer (CEO), this position provides direct support to the CEO, the Pension Committee, and Pension Office staff.
The successful candidate will respond to all incoming inquiries and coordinate outgoing correspondences in a professional customer focused and timely manner. Maintaining the CEO’s calendar, you will arrange appointments, meeting and conference calls. You will organize travel and accommodation for the CEO in addition to coordinating travel arrangements for training and conferences for Pension Committee members. The Executive Assistant will process claim expenses for the CEO, Pension staff and committee members. You will maintain all Pension Plan records including minutes, member correspondences, listings, member/alternate appointments, Employer agreements, signing authorities, memberships, subscriptions, training and education records using electronic and hard copy filing systems. You will schedule Pension Committee meetings (including the Annual General Meeting) and book catering/rooms. While coordinating meetings, you will prepare the draft agenda, print and distribute meeting packages and attend the meetings to take accurate meeting minutes, record attendance, create action items that arise and pursue each item through effective follow up. You will be responsible for coordinating the Annual Education Session and new member orientation. The Executive Assistant will update and maintain the Pension Committee training calendar and budget worksheets. You will deposit cheques in a timely manner and enter vendor invoices into accounting software. Other duties include maintaining the company website, coordinating, distributing and sorting mail and maintaining and distributing Plan Member surveys and their responses to the Pension Committee.
The ideal candidate will have a degree or certificate in office administration accompanied with 2-3 years experience in an executive office environment. Experience in a pension office and knowledge of a pension environment would be considered an asset. You possess a basic knowledge in web page authoring or are willing to take training to acquire it. You have the ability to accurately record the minutes of meetings and have strong financial skills.You are a seasoned individual, who can quickly prioritize your day, even in an environment that is dynamic and subject to change.
You are a self-motivated problem solver with strong organizational skills. You must be able to work efficiently and effectively in a team environment with minimal supervision. This position requires confidentiality, attention to detail and time management. As a skilled communicator, you have the ability to work with many stakeholders including, members of the Pension Committee, service providers, plan members, participating employers and Pension Office staff.To learn more about this exciting opportunity, send your resume to Megan Bennett via email@example.com and Natalie Isaacs via firstname.lastname@example.org