Assistant, Business

Definity Financial Corporation; Toronto; On-site; CAD 51,000 - 94,000; Full time

Job summary

Definity Financial Corporation is seeking a Business Assistant to provide executive support to a group of VPs within Human Resources and Talent. The role includes calendar management, travel coordination, confidentiality, event planning, reporting, and expense review.

Candidates should have 3–5 years of experience supporting senior leaders, a relevant degree, and strong Microsoft Office/Oracle HCM skills. Regular Waterloo travel is required.

Qualifications

• 3–5 years of experience supporting multiple senior-level leaders in an executive assistant or business assistant capacity.
• University degree or college diploma in Business/Office Administration, HR, or a related discipline.
• Exceptional discretion and the ability to handle highly confidential information.
• Excellent organizational skills to manage competing priorities across multiple VPs.
• Strong written and verbal communication skills.
• Proficiency with Microsoft Office, Adobe Acrobat, and Oracle HCM.
• Travel to Waterloo regularly (at least weekly) as required.

Responsibilities

• Manage complex calendars and inboxes for VPs, coordinating internal and external meetings.
• Coordinate light travel itineraries, bookings, and process travel expenses and invoices.
• Maintain confidentiality of HR information and share only with authorized individuals.
• Plan and coordinate events for the HR team, including venue, catering, and tech support.
• Monitor monthly HR reports and track expenses, following up on discrepancies.
• Review direct report expense reports for accuracy and policy compliance before leader approval.

Skills

Discretion

Organizational skills

Interpersonal skills

Verbal & written communication

Attention to detail

Tech savvy

Travel coordination

Education

University degree or college diploma in Business/Office Administration, HR, or relevant discipline

Tools

Microsoft Office (Outlook, Word, Excel, PowerPoint)

Adobe Acrobat

Oracle HCM

Job description

The Opportunity

The Business Assistant is responsible for all coordination and executive support functions for a group of Vice Presidents within the Human Resources and Talent organization at Definity (including HR Operations, HR Business Partners, Enterprise Change Enablement, Talent & Culture, and HR Integration). This role also provides a full range of administrative support to the broader HR, Talent Acquisition, and Culture teams.

What to Expect

• Complex Calendar & Inbox Management: Manage the VPs' calendars and inboxes, coordinating internal and external meetings. Actively manage and resolve conflicting priorities across multiple executives while ensuring necessary resources are booked.
• Travel Coordination & Expense Management: Coordinate and manage light travel itineraries, flight and hotel bookings, and ground transportation for the VPs. Prepare, compile, and submit travel-related expenses and corporate invoices in a timely and accurate manner.
• Confidentiality & Discretion: Ensure that highly sensitive, proprietary, and confidential HR information is handled with discretion and released only to authorized individuals.
• Event & Culture Coordination: Plan and coordinate events for the HR team. Handle all venue, catering, and technical support arrangements.
• Reporting: Monitor monthly reports and track expenses for various HR initiatives, following up on discrepancies when necessary.
• Expense & Invoice Review: Review all direct report expense reports for accuracy and policy compliance prior to leader approval.

What You Bring

• University degree or college diploma in Business/Office Administration, Human Resources, or a relevant discipline.
• 3-5 years of experience supporting multiple senior-level leaders in an executive assistant or business assistant capacity, ideally within an HR, People & Culture, or corporate strategy environment.
• Exceptional Discretion: Proven ability to handle a wide variety of activities and highly confidential and sensitive organizational matters with sound judgment and independence.
• Excellent Organizational Skills: Strong time management skills with the ability to maintain balance among competing priorities from multiple VPs.
• Exceptional Interpersonal Skills: Shows professionalism in all interactions with internal stakeholders and external partners.
• Articulate: Strong written and verbal communication skills.
• Attention to Detail: Meticulous administrative and organizational capabilities.
• Tech Savvy: Demonstrated advanced proficiency in Microsoft Office applications (Outlook, Word, Excel, and PowerPoint), Adobe Acrobat, and Oracle HCM.
• Travel Requirement: Must be able to travel to Waterloo regularly (at least once per week)

Salary Range: $51,300 - $94,400