Executive assistant

iA Financial Group; Oakville; On-site; CAD 60,000 - 90,000; Full time

Job summary

A leading financial services company is searching for a proactive Executive Assistant to support two Vice Presidents within Dealer Services. The role demands exceptional organization, discretion, and multitasking in a dynamic environment. Key tasks include managing complex schedules, drafting documents, and coordinating meetings. Candidates must possess strong communication skills and be proficient in Microsoft 365 tools.

Qualifications

• Minimum 10 years of experience in a high-level Executive Assistant role.
• Bilingual French and English considered an asset.
• Experience in a Lean environment is advantageous.

Responsibilities

• Manage calendars and emails for Vice Presidents.
• Coordinate national strategic meetings including travel arrangements.
• Draft, revise, and format documents in both official languages.

Skills

Organization

Communication

Time Management

Discretion

Attention to Detail

Tools

Microsoft 365

PowerPoint

Job description

We are seeking a highly organized, bilingual (asset), and proactive Executive Assistant to provide direct support to two senior leaders within Dealer Services. This role requires exceptional multitasking, discretion, and the ability to manage complex schedules and priorities in a fast-paced environment.

Key Responsibilities

Manage calendars and emails for both Vice Presidents, including complex scheduling across the Executive Team

Anticipate needs and implement tools and procedures to enhance office efficiency

Maintain and update schedules for recurring committee meetings

Draft, revise, translate, and format documents, correspondence, and PowerPoint presentations in both official languages

Coordinate national strategic meetings, including travel, accommodations, venues, and catering

Organize and support Town Halls (All Employee, New Employee, Operations, etc.)

Attend meetings (virtual/in-person), take notes, and summarize key takeaways

Maintain organizational charts for both Vice Presidents and their teams

Support and organize DMS meetings (2.5, 3, and 4), including guest coordination and content preparation

Manage security requests via the SecurityRequest platform

Oversee onboarding of new employees: IT setup, security, building access, and team introductions

Represent both Vice Presidents as a committee member on Viva Engage

Perform various ad hoc administrative duties as required

Qualifications

Minimum 10 years of experience in a high-level Executive Assistant role

Excellent interpersonal, communication, and collaboration skills with internal and external stakeholders

Strong organizational and time management abilities; able to juggle multiple priorities and deadlines

High attention to detail, discretion, and sound judgment

Proficient in Microsoft 365 tools: Teams, Outlook, Word, Excel, PowerPoint, SharePoint, and OneNote

Experience in a Lean environment is considered an advantage

Demonstrated professionalism and commitment to confidentiality

Knowledge of the French language is an asset.

Position based in Toronto or Oakville

Location(s)

Toronto, Ontario

Other Possible Location(s)

Company

Posting End Date

2025-07-25

Job Description

We are seeking a highly organized, bilingual (asset), and proactive Executive Assistant to provide direct support to two senior leaders within Dealer Services. This role requires exceptional multitasking, discretion, and the ability to manage complex schedules and priorities in a fast-paced environment.

Key Responsibilities

• Manage calendars and emails for both Vice Presidents, including complex scheduling across the Executive Team

• Anticipate needs and implement tools and procedures to enhance office efficiency

• Maintain and update schedules for recurring committee meetings

• Draft, revise, translate, and format documents, correspondence, and PowerPoint presentations in both official languages

• Coordinate national strategic meetings, including travel, accommodations, venues, and catering

• Organize and support Town Halls (All Employee, New Employee, Operations, etc.)

• Attend meetings (virtual/in-person), take notes, and summarize key takeaways

• Coordinate conference attendance logistics (travel, registration, hotel, etc.)

• Maintain organizational charts for both Vice Presidents and their teams

• Support and organize DMS meetings (2.5, 3, and 4), including guest coordination and content preparation

• Manage security requests via the SecurityRequest platform

• Oversee onboarding of new employees: IT setup, security, building access, and team introductions

• Represent both Vice Presidents as a committee member on Viva Engage

• Perform various ad hoc administrative duties as required

Qualifications

• Minimum 10 years of experience in a high-level Executive Assistant role

• Excellent interpersonal, communication, and collaboration skills with internal and external stakeholders

• Strong organizational and time management abilities; able to juggle multiple priorities and deadlines

• High attention to detail, discretion, and sound judgment

• Proficient in Microsoft 365 tools: Teams, Outlook, Word, Excel, PowerPoint, SharePoint, and OneNote

• Experience in a Lean environment is considered an advantage

• Demonstrated professionalism and commitment to confidentiality

• Knowledge of the French language is an asset.

• Position based in Toronto or Oakville

Location(s)

Toronto, Ontario

Other Possible Location(s)

Company

iA Financial Group

Posting End Date

2025-07-25

Company Overview

iA Financial Group* is the strength of a company with a human side, with its over 8,000 employees. Together, we have earned the trust of our more than four million clients and 25,000 advisors who have chosen us for their insurance, savings, and wealth management.

With over $200 billion in assets and half a billion invested in technological innovation, we’re a key player in the financial services industry in Canada and the United States. The secret to our success? Investing in you, one person at a time. Because, for over 125 years, we have believed that it’s by supporting our employees and surrounding ourselves with the most reputable leaders in the industry, we will continue to innovate.

At iA, we’re invested in you.

* iA Financial group includes the following entities: iA Services financiers, iA assurance auto et habitation, iA Gestion privée de patrimoine, PPI Management, Investia, iA Gestion de placements, Prysm, iA Clarington, Michel Rhéaume et associés, Garanties Nationales, WGI Manufacturing, WGI Service Plan Division, Lubrico, iA Financement auto

Our Commitment to Diversity and Inclusion

At iA Financial Group, we support and celebrate diversity. We strive to provide a workplace that is recognized as inclusive for all, regardless of ethnic origin, nationality, language, religious beliefs, gender, sexual orientation, age, marital status, family situation, or physical or mental disability.

Please note that if you need help or assistance to make the recruitment process more accessible for you, please Contact us here . Someone from our team will be happy to assist you with your needs.

About the company

iA Financial Group offers financial services tailored to the needs of individuals and businesses: insurance, savings, retirement and loans.

Notice

Talentify is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or protected veteran status.

Talentify provides reasonable accommodations to qualified applicants with disabilities, including disabled veterans. Request assistance at [e-mail] or 407-000-0000.

Federal law requires every new hire to complete Form I-9 and present proof of identity and U.S. work eligibility.

An Automated Employment Decision Tool (AEDT) will score your job-related skills and responses. Bias-audit & data-use details: www.talentify.io/bias-audit-report . NYC applicants may request an alternative process or accommodation at [e-mail] or 407-000-0000.