Executive Assistant

Aviva Employment Services; Toronto; On-site; CAD 60,000 - 80,000; Full time

Job summary

A leading employment services company in Toronto is seeking an experienced Executive Assistant to support the Americas CEO and senior leaders. This role involves managing calendars, handling expenses, and liaising with stakeholders. Ideal candidates will have a strong proficiency in Microsoft Office and a proven ability to manage multiple priorities effectively. The position offers a compelling rewards package and a hybrid work model.

Benefits

Base compensation

Annual bonus eligibility

Retirement savings plan

Health benefits

Competitive vacation package

Corporate wellness programs

Qualifications

• Demonstrated ability supporting senior leaders preferably in a large organisation.
• Strong proficiency in Microsoft Office programs (Word, Excel, PowerPoint).
• Good judgment in various situations with strong written and verbal communication.

Responsibilities

• Manage complex calendars and meeting rhythms.
• Triage inboxes and handle expenses.
• Organise detailed travel plans and prepare materials for leadership forums.

Skills

Time Management

Microsoft Office

Organisational skills

Microsoft Outlook

Microsoft Word

Personal Assistant Experience

Microsoft PowerPoint

Calendar Management

Microsoft Excel

Administrative Experience

Microsoft Outlook Calendar

Google Suite

Job description

Executive Assistant Americas

This is a great job for someone who thrives in a fast‑paced environment, enjoys being the go‑to person for senior leaders, and has exceptional organisational skills with a proactive solutions‑focused mindset.

About the role

We are seeking an experienced Executive Assistant to provide high‑calibre support to the Americas CEO and senior members of the Distribution team, enabling leadership to focus on growth, client engagement and execution. This pivotal role anchors coordination across the Americas office to enhance responsiveness, reduce execution risk and optimise senior time.

Responsibilities include managing complex calendars and meeting rhythms, triaging inboxes, handling expenses, organising detailed travel plans and preparing materials for leadership forums and sales events. You will act as a key liaison, communicating on behalf of the CEO and team with internal and external stakeholders, ensuring smooth collaboration across departments. The role demands discretion in managing confidential information, strong prioritisation skills to handle competing demands, and a proactive approach to resolving issues. Additional duties include drafting correspondence, tracking actions, supporting special projects and contributing to the development of administrative standards. As an integral member of the leadership team you will attend meetings, build relationships critical to organisational success and deliver results with urgency and precision.

Required Experience

• IC

Skills and experience required

• Demonstrated ability supporting senior leaders preferably in a large organisation.
• Strong proficiency in Microsoft Office programs (Word, Excel, PowerPoint).
• Shown ability to exercise good judgment in a variety of situations with strong written and verbal communication, a proactive approach, administrative and organisational skills and the ability to maintain a realistic balance among multiple priorities.
• A passionate focus on results and a community‑oriented demeanour.

Key Skills

• Time Management
• Microsoft Office
• Organisational skills
• Microsoft Outlook
• Microsoft Word
• Personal Assistant Experience
• Microsoft PowerPoint
• Calendar Management
• Microsoft Excel
• Administrative Experience
• Microsoft Outlook Calendar
• Google Suite

Benefits and Support

• Compelling rewards package including base compensation, eligibility for an annual bonus, retirement savings, share plan, health benefits, personal wellness and volunteer opportunities.
• Outstanding career development opportunities.
• Competitive vacation package with the option to purchase 5 extra days off per year.
• Employee driven programs focused on gender, LGBTQ, origins, diversity and inclusion.
• Corporate wellness programs to support our employees' physical and mental health.
• Hybrid flexible work model.

Aviva is for everyone

We’re inclusive and welcome everyone. We want applications from all backgrounds and experiences. Excited but not sure you tick every box? Even if you don’t, we would still encourage you to apply. We also consider all forms of flexible working, including part time and job shares.

We flex locations, hours and working patterns to suit our customers, business and you. Most of our people are smart working, spending around 50% of their time in our offices each week – combining the benefits of flexibility with time together with colleagues.

Inclusive Hiring

We interview every disabled applicant who meets the minimum criteria for the job. Once you’ve applied, please send us an email stating that you have a disclosed disability so we can arrange an interview that accommodates you.

Employment Details

• Employment Type: Full Time
• Experience: years
• Vacancy: 1