Senior Administration Assistant

Job Responsibility:

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 individuals, families and communities around the world.

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The Senior Administration Assistant for will report to the VP and COO and provide superior administrative support to 2 senior leaders within Sun Life International.

Key Duties and Responsibilities

• Coordinate complex scheduling and calendar management, as well as content and flow of information to senior leaders.
• Manage senior leaders travel logistics and activities, including accommodations, booking venue for meetings/event, transportation, and Itineraries.
• Collate and submit expense reimbursements for senior executives via Concur in line with Sun Life's Expense Reimbursement policy.
• Support senior leaders with coordinating staffing needs for their direct reports - this would comprise of, on-boarding, setting up access requests, IT/system access coordination and verifications, and assisting the IT lead in arranging hardware/cell phones for new hires as necessary, etc. as well as assisting HR with relocation of new employees to Bermuda.
• Collaborate with leaders to proactively manage all aspects of their travel arrangements making them as cost and time efficient as possible.
• Monitor and manage executives 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.
• Provide daily and vacation cover for the team of administrative assistants across SL International to support the smooth running of the Bermuda office and senior leadership team.
• Complete a broad variety of administrative tasks that facilitate the senior leaders to effectively lead their teams, including assisting with special projects; designing and producing documents; presentations; collecting and preparing information for meetings locally and overseas; and maintaining contact and distribution lists.
• Plan and orchestrate work to ensure that senior executives' priorities are met, organizational goals are achieved, and best practices are upheld, all while facilitating a healthy work-life balance.
• Cover and support Office Manager when required with office and facilities request.
• Undertake duties of a general nature as may be required from time to time by management.

Qualifications and Experience

• 5+ years' experience as a senior administrator, or equivalent, in corporate environment.
• Proficient with Microsoft Office suite of applications, such as Outlook, Word and possessing an aptitude for learning new software and systems. Familiarity with Concur, Adobe, Power Point, Teams and Excel a bonus.
• Technically proficient in using video conferencing equipment.

Required Competencies, Skills, and Abilities An exceptionally organized individual will thrive in this role.

• Strong time management, with the ability to multi-task in a fast-paced environment and able to work under pressure.
• Strong interpersonal & communication skills, both written and verbal.
• Ability to take initiative to ensure successful outcomes for all work assigned.
• Ability to maintain confidentiality of information related to the company and its employees.
• Willingness to work outside of regular hours as needed, due to nature of the role and various time-zones of our client base.

The above statements are intended to describe certain responsibilities associated with this job position and certain required qualifications, and should not be construed as an exhaustive list of all essential job responsibilities, duties, and skills required of employees so classified. For example, this document may not address the following types of requirements pertaining to the job position which may also constitute and involve essential functions: travel; physical demands; or attendance requirements. Unless indicated to the contrary in this document, regular, reliable, and predictable full-time job attendance in the office is an essential function of this job position, including but not limited to timely arrival at work. Additional essential job responsibilities may be addressed in separate documentation, or this document may be amended, revised, or revoked at any time in the sole discretion of the Company. In addition, employees may be required to perform duties outside of their normal responsibilities from time to time, as needed.

Job Category:

Administrative Services

Posting End Date:

08/08/2024