Executive Administrative Assistant

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.

Job Description:

Location: We support US flexible working arrangements in the contiguous 48 states, however for this role you will work a hybrid schedule in our Wellesley Hills, MA office one day per week.   

At Sun Life, we look for optimistic people who want to make life brighter for our Clients. We understand the value of diverse cultures, perspectives, and identities, and want you to bring your full and authentic self to work. Every day, you’ll be empowered and challenged by working with dynamic colleagues to find new and innovative ways to make Sun Life the best benefits company in America.  

The opportunity:  

The Executive Administrative Assistant, Total Rewards, will provide efficient and high-quality administrative support the VP, Total Rewards, US, the Senior Managing Director, Total Rewards, Asset Management, and their teams.

The successful candidate will be proactive, collaborative, and a creative thinker with the ability to handle a variety of responsibilities. The role is fast paced with multiple demands and requires judgement, clear communication, and a demonstrated regard for confidentiality.

How you will contribute: :

• Calendar Management:  Manages leaders’ calendars to ensure meetings are prioritized. Partners with the team and other Executive Assistants to schedule key meetings with internal and external stakeholders. Identifies and pro-actively manages conflicting demands. Manages meeting requests with tact and diplomacy to identify issues and determine priority using judgment, sensitivity, and confidentiality.

• Events:  Organizes events and manages end-to-end meeting logistics, including booking rooms, partnering with technology services, coordinating catering, and arranging for guests as needed. Prepares agendas and materials for internal meetings.

• Email:  Manages the email inboxes for leaders to support prioritization of work. Applies judgement to flag messages requiring immediate attention, delete unnecessary messages, and file messages for record keeping and future reference.

• MS Office:  Supports leaders with ad hoc projects including creating and formatting PowerPoint presentations, Word documents, and Excel files. Manages and optimizes MS Teams usage including setting up channels, scheduling and facilitating video meetings, organizing file sharing and collaboration, and configuring team permissions.

• Travel:  Uses Concur to coordinate domestic and international travel arrangements. Manages and prepares expense reports for leaders. 

• Vendor Support:  Collaborates with vendor management and finance to set up new vendors, manage Master Service Agreements, and Statements of Work.  Processes invoices in a timely manner.

• Onboarding:  Supports on-boarding logistics for new team members.

• EA Coverage:  Provides coverage for other EA's during vacation time/absences and supports the community of practice between all Executive Assistants within the HR function. 

What you will bring with you:  

• Experience: 3+ years experience working as an Executive Assistant supporting senior leaders. Experience interacting with senior executives across business groups and external st