Executive Assistant

G R Baird Financial Group; Ottawa; On-site; CAD 55,000 - 75,000; Full time

Job summary

A leading financial group in Ottawa is seeking an experienced Executive Assistant to support their executive team. The role focuses on administering Canadian group benefit plans, requiring strong organizational and communication skills. Join a dynamic team that values career growth and offers a competitive salary and benefits package tailored to the Canadian market.

Benefits

Competitive salary and benefits package

Opportunities for career growth

Supportive work environment

Qualifications

• 3-5 years of administrative experience, with 1-2 years in group benefits administration.
• Bachelor’s degree or equivalent experience preferred.

Responsibilities

• Provide high-level administrative support to executives.
• Administer employee group benefit plans for clients in Canada.
• Ensure compliance with Canadian regulations related to benefits.

Skills

Organizational Skills

Communication

Knowledge of Canadian Group Benefits

Attention to Detail

Discretion

Bilingual (English and French)

Education

Bachelor’s Degree

Tools

HRIS

Benefits Management Software

Job description

We are seeking a highly organized and experienced Executive Assistant to support our executive team with administrative tasks, with a strong focus on the administration of Canadian group benefit plans.

The ideal candidate will possess a comprehensive understanding of group benefits in Canada, such as health, dental, vision, life insurance, and retirement plans, along with advanced administrative skills. This position requires someone who can seamlessly manage the day-to-day support of senior leadership while also being a key resource for the administration of employee benefits programs.

Key Responsibilities :

1. Provide high-level administrative support to executives, including managing calendars, scheduling meetings, arranging travel, and handling correspondence.
2. Administer and coordinate employee group benefit plans for clients in Canada, liaising with insurance providers, vendors, and third-party administrators to ensure smooth administration and communication.
3. Ensure compliance with Canadian federal and provincial regulations related to benefits, such as the Canada Labour Code, Employment Insurance (EI), and the Canada Pension Plan (CPP).
4. Manage employee benefit enrollments, life event changes, and plan updates, ensuring timely and accurate information dissemination.
5. Coordinate and communicate details of the annual benefits open enrollment, including preparing materials and guiding employees through plan options.
6. Maintain benefit-related records, ensuring accuracy and privacy compliance, including PIPEDA.
7. Provide ongoing support to employees regarding benefits questions, claims, and general inquiries, emphasizing customer service.
8. Assist in creating benefits communication materials like newsletters, memos, and guides.
9. Support HR and finance teams with benefits-related budgeting, reporting, and analysis, including data preparation for renewals.
10. Handle ad hoc projects such as policy updates, employee engagement initiatives, and process improvements related to benefits administration.

Experience :

Minimum of 3-5 years of administrative experience, with at least 1-2 years in group benefits administration in Canada.

Education :

Bachelor’s degree or equivalent experience preferred.

Skills :

• Strong knowledge of Canadian group benefit plans and regulations.
• Familiarity with Canadian employment laws, including EI, CPP, and provincial legislation.
• Excellent organizational skills and attention to detail.
• Effective written and verbal communication skills.
• Ability to prioritize and manage multiple projects in a fast-paced environment.
• Discretion in handling confidential information.
• Experience with HRIS and benefits management software is advantageous.
• Certifications like CEBS or GBA are a plus.
• Experience supporting C-level executives is preferred.
• Bilingual in English and French is an asset.

Why Join Us :

• Competitive salary and benefits package tailored to the Canadian market.
• Opportunities for career growth and professional development.
• A dynamic, collaborative, and supportive work environment.

If you are proactive, organized, and experienced in Canadian benefits administration, we would love to hear from you!