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Title: Executive Administrative Assistant

Location: US National

You are as unique as your background, experience and point of view. Here, you’ll be encouraged, empowered and challenged to be your best self. You’ll work with dynamic colleagues – experts in their fields – who are eager to share their knowledge with you. Your leaders will inspire and help you reach your potential and soar to new heights. Every day, you’ll have new and exciting opportunities to make life brighter for our Clients – who are at the heart of everything we do. Discover how you can make a difference in the lives of iniduals, families and communities around the world.

Job Description:

What you will do:

The Executive Administrative Assistant to the Group Distribution Leadership Team is accountable for the management of day-to-day administrative support needs of the SVP and the leadership team for Group Distribution. The role is accountable for providing confidential, professional, and proactive administrative assistance.

The successful candidate will demonstrate a professional demeanor, displaying self-confidence, decorum, and diplomacy as well as being a proactive professional with superior organization and time management skills with the ability to handle a variety of responsibilities. The role is fast paced with multiple demands and requires a high level of initiative, judgement, and ability to problem solve.

Accountabilities:

• Calendar management: Manage all aspects of the leaders’ calendars and provide support for their teams as needed. Promptly schedule meetings as requested, use discretion to prioritize meeting requests, ensuring meeting conflicts are avoided and the leader’s business priorities are considered. Provide agendas and pre-reads to meeting participants as needed. Ensure the leaders have agendas and pre-reads in advance of meetings.

• Meeting coordination: Work with internal and external partners to book meetings; proactively prepare all meeting materials. Coordinate booking rooms, managing agenda items, catering needs, and technology services. Leverage zoom to open, record, support and follow-up on meetings as requested. Assist with Distribution conferences. Manage meeting agendas and speaker & participant attendance.

• Email management: Monitor and respond to emails on behalf of the leaders. Track requests, action items, follow-up items, and other important deadlines on behalf of leaders.

• Travel management: Manage all travel arrangements and accompanying material needs for travel for the leaders; provide support for the team as needed. Thoughtfully manage leaders’ travel arrangements ensuring complex itineraries are accommodated. Make appropriate arrangements ensuring travel preferences are considered and arrangements executed without incident.

• Purchasing: Set up new vendors in Sun Life systems. Manage payment of contracts, service invoices and purchase orders. Manage sponsorship payments. Order office supplies for Group Distribution Leaders. Organize recognition gifts, bereavement gifts, and charitable donations for Distribution teams.

• Expenses: Prepare expense reports for leaders in a timely manner, resolving all issues.

• Internal relationships: Work closely with Distribution Support Coordinator and the Distribution teams. Build strong relationships with EAs and other internal partners. Provide backup for other Sun Life U.S. administrative staff.

• New Hire Support: Support all Group Distribution new hires order equipment, secure system access and business applications, request all necessary tools and supplies, communicate with new hires, and work with internal partners to provide a positive first impression to new hires. Work with Distribution L&D team to continuously enhance and improve the new hire onboarding and training experience.

• Territory & Directory Tool Maintenance: Maintain Distribution directories, territory maps, org. charts, email groups, and chat groups. Update for new hires, promotions, role changes, org. changes, and terminations.

• Other: Perform other administrative accountabilities as required.

What you will need to succeed:

• Excellent verbal and written communication skills
• Positive attitude and a strong Client service orientation
• Self-motivated, disciplined, and comfortable working with minimal supervision
• Willing to learn systems and applications required for the position
• Experience working in a virtual environment
• Ability to work with a erse range of people

Required Education and Skills:

• 5+ years of experience working as an Executive Assistant supporting senior leaders
• Proficiency in Microsoft Office Suite
• Ability to perform with professionalism and discretion
• Strong interpersonal skills with the ability to work in a team environment and independently
• Ability to handle and maintain confidential information
• Excellent organization and time management skills
• High attention to detail, accuracy, and thoroughness

What is in it for you?

Excellent benefits with generous vacation and sick time, 401K match, noncontributory retirement plan, Paid Family Medical Leave, sabbatical program and much more

Friendly, collaborative and inclusive culture

Our agile work environment allows our employees the flexibility to give and feel their best at work

If you are a Colorado resident, the minimum starting salary for this position will be $62,600 annually. Sun Life will consider various factors in determining the actual pay including your skills, qualifications and experience. This position is also eligible for a broad range of competitive benefits including a choice of company-subsidized medical plans, consisting of network-based plans and plans offering the freedom to go to any provider and two company-subsidized dental plans. We also provide company-paid Basic Life and Accidental Death and Dismemberment (AD&D) insurance and Optional Life Insurance that you may purchase for additional coverage. We offer a very generous Paid Family & Medical Leave program, LTD and attractive vacation and sick time. We provide voluntary supplemental health programs such as Accident and Hospital insurance and Critical illness and Cancer insurance. Tax-advantaged accounts include Health Savings Accounts, Health Care and Dependent Care FSA accounts and Commuter Benefit accounts. Our 401(k) plan consists of a company match and employer sponsored contributions.