Executive Assistant

Industrial Alliance Insurance and Financial Services Inc; Magog; Hybrid; CAD 55,000 - 79,000; Full time

Benefits offered by this job

Flexible group insurance plans

Competitive retirement savings plan

Employee share purchase plan

Vacation program, wellness days, and个人

Telemedicine services

EFAP

Ergonomic furniture program

Performance bonus

Discounts on iA products

Job summary

Industrial Alliance Insurance and Financial Services Inc in Canada (Estrie region) is seeking an Executive Assistant to support two Vice Presidents within Dealer Services. You will manage calendars, coordinate meetings, travel, and executive logistics while maintaining confidentiality and high attention to detail.

You'll collaborate across teams, prepare correspondence and reports, assist with onboarding and governance activities, and help optimize administrative processes in a hybrid

Qualifications

• 5–10 years of progressive executive or senior administrative support experience.
• Exceptional organizational and time-management skills.
• Sound judgment, discretion, and confidentiality handling.
• Strong problem-solving abilities and adherence to procedures.
• Ability to build relationships across multiple teams.
• Excellent written and verbal communication.
• Advanced proficiency with Microsoft 365 (Teams, Outlook, Word, Excel, PowerPoint, SharePoint, OneNote).

Responsibilities

• Provide proactive administrative and operational support to two Vice Presidents, managing calendars, communications, priorities, travel, and executive logistics.
• Coordinate leadership meetings, governance committees, and strategic events, including agendas, materials, action-item tracking, and follow-up.
• Prepare, revise, translate, and format executive correspondence, reports, presentations, and other business documentation.
• Collaborate with Executive Assistants, internal partners, and external stakeholders to ensure seamless coordination and execution of business activities.
• Support onboarding activities, security requests, organizational updates, employee engagement initiatives, and other operational processes.
• Maintain workforce information and organizational charts, while ensuring accuracy and confidentiality of sensitive information.
• Identify opportunities to improve administrative processes and provide guidance and support to less experienced administrative colleagues.
• Contribute to special projects and evolving business priorities as required.

Skills

Executive support

Org skills

Bilingual EN/FR

MS 365

Tools

Microsoft 365

Teams

Outlook

Word

Excel

PowerPoint

SharePoint

OneNote

Job description

Executive Assistant

Dealer Services

Build the future with us

Are you energized by supporting senior leaders and helping teams operate at their best? Would you like to play a key role in a company whose purpose is to help clients feel confident and secure about their future?

As an Executive Assistant, you will provide coordinated administrative and operational support to two Vice Presidents within Dealer Services. In this highly visible role, you will manage priorities, facilitate executive operations, coordinate activities across multiple teams, and contribute to the effectiveness and efficiency of the leadership team. This position offers an opportunity to leverage your organizational expertise, judgment, and attention to detail within a collaborative and people-focused environment.

What you’ll accomplish with us

• Provide proactive administrative and operational support to two Vice Presidents, managing calendars, communications, priorities, travel, and executive logistics;
• Coordinate leadership meetings, governance committees, and strategic events, including agendas, materials, action-item tracking, and follow-up;
• Prepare, revise, translate, and format executive correspondence, reports, presentations, and other business documentation;
• Collaborate with Executive Assistants, internal partners, and external stakeholders to ensure seamless coordination and execution of business activities;
• Support onboarding activities, security requests, organizational updates, employee engagement initiatives, and other operational processes;
• Maintain workforce information and organizational charts, while ensuring accuracy and confidentiality of sensitive information;
• Identify opportunities to improve administrative processes and provide guidance and support to less experienced administrative colleagues;
• Contribute to special projects and evolving business priorities as required.

What could accelerate your success in this role

We’re looking for someone who:

• Has between 5 and 10 years of progressive experience providing executive or senior administrative support within a complex and fast-paced organization.
• Demonstrates exceptional organizational and time-management skills, with the ability to manage competing priorities and critical deadlines;
• Is recognized for sound judgment, discretion, and professionalism when handling confidential business and employee information;
• Excels at problem-solving and can identify practical solutions while applying established procedures and precedent;
• Builds strong relationships and collaborates effectively with leaders, colleagues, and stakeholders across multiple teams;
• Communicates clearly and professionally, both verbally and in writing;
• Has advanced proficiency with Microsoft 365, including Teams, Outlook, Word, Excel, PowerPoint, SharePoint, and OneNote;
• Leverages AI and emerging digital tools responsibly to enhance efficiency and streamline administrative processes;
• Enjoys supporting and mentoring colleagues without formal supervisory responsibilities;
• Is able to work from the Toronto or Montreal/Brossard office and adapt to changing executive and business needs;
• Advanced level of English proficiency is required, as the role involves preparing, translating, revising, and coordinating executive communications, documents, presentations, reports, meetings, and stakeholder interactions with internal and external partners across Canada on a regular basis;
• Advanced level of French proficiency is required a strong asset, as the role involves preparing, revising, and supporting executive communications, documents, presentations, meetings, and stakeholder interactions in both official languages across Canada on a regular basis.

Why you’ll love working with us

• A work environment where learning and development merge with a collective pursuit of excellence;
• AI is in everyone’s hands, empowering you to increase your personal effectiveness while supporting the organization’s growth;
• A healthy, safe, fair, and inclusive environment where potential can be freely expressed and developed;
• The opportunity to work in a hybrid environment, supported by flexibility and access to inspiring and innovative workspaces.

Competitive Benefits

• Flexible group insurance plans
• Competitive retirement savings plan
• Employee share purchase plan
• Vacation program, wellness days, and personal development days
• Telemedicine services
• Employee and Family Assistance Program (EFAP)
• Ergonomic furniture program
• Performance bonus
• Discounts on iA products
• And much more!

The typical hiring range for this position is between $55 385 and $78882 CAD per year; the base salary offered may vary depending on knowledge, skills, years of experience, and internal equity related to the role.