Executive Assistant

AXA XL; Toronto; On-site; CAD 80,000 - 100,000; Full time

Job summary

A leading global insurance firm in Toronto is looking for an Executive Assistant to provide comprehensive administrative support to the Canadian Leadership Team. The ideal candidate will excel in managing complex calendars, organizing travel, and preparing presentations. This role requires strong organizational and communication skills, with a proven ability to handle multiple tasks efficiently. Inclusion and a flexible working environment are part of the company culture.

Benefits

Flexible working arrangements

Enhanced family-friendly leave benefits

Diversity and inclusion programs

Qualifications

• Proven experience supporting senior executives.
• Ability to handle multiple tasks to tight deadlines.
• Excellent attention to detail and data accuracy.
• Demonstrated ability to work under pressure.

Responsibilities

• Provide extensive administrative support including presentations.
• Manage complex calendars and scheduling across time zones.
• Coordinate internal and external meetings.
• Arrange travel itineraries and adjust last-minute changes.
• Serve as the primary contact for the Canada Leadership team.

Skills

Calendar management

Microsoft PowerPoint

Microsoft Excel

Organizational skills

Communication skills

Problem-solving skills

Tools

Microsoft Office

Job description

As the Executive Assistant you will perform a variety of administrative functions in support of and in partnership with the Canadian Leadership Team. You will be proactive in your ability to manage all administrative issues; you will hold an integral role within the company and in return we provide a demanding and fast paced working environment for someone who is passionate about providing robust partnerships and support.

What you’ll be doing

Responsibilities

• Providing extensive administrative support including creating detailed Microsoft PowerPoint presentations and report generation in Excel and Word.
• Complex calendar management and maintenance involving multiple time zones. Managing and balancing conflicting priorities professionally and efficiently.
• Scheduling and planning internal and external meetings in their entirety. Coordination and support of departmental initiatives.
• Coordinating extensive travel itineraries from flights, hotels, transportation to reservations. The ability to quickly and smoothly make last minute changes if requested would be essential.
• Act as the professional liaison and, often times, the primary point of contact for the Canada Leadership team when interacting with internal and external clients, brokers, and executives from AXA XL and AXA Group.
• Support the Client and Distribution Leader, this would include arranging and managing marketing/client events and client relationship management tools (CRM).
• Partnering with designated members across AXA group for various charity initiatives and programs.
• Event planning and coordination; some travel may be required.
• Organization, assembly, and maintenance of paper and electronic files and diaries.
• Expense report preparation and submission including creation of purchase orders.
• Providing front desk coverage in absence of Workplace Manager, as and when needed.

Qualifications

• Proven experience of supporting senior executives in an analytical and organizational manner within a fast‑paced environment.
• Demonstrates a ‘can do’ attitude.
• Able to organise self (and others if applicable) including effective scheduling, prioritisation and time management skills, completing multiple tasks to tight and differing deadlines.
• Track record of identifying and analysing problems, identifying & evaluating options, deploying sound decision‑making skills.
• Robust attention to detail and data accuracy.
• Excellent calendar management skills with experience of coordinating complex executive meetings for global teams / working across time differences.
• Super‑user with Microsoft Office with emphasis on Outlook, PowerPoint, Word & Excel.
• Displays a resilient and adaptable style, with a track record of remaining calm in demanding circumstances, adjusting comfortably to changing conditions / priorities.
• Passion for results; approach tasks and projects proactively and anticipate needs.
• Ability to think quickly, take initiative, make decisions with minimal direction.
• Collaborative approach – seeking input from others as needed to achieve the best result possible.
• Excellent interpersonal skills; displaying an awareness of dealing with sensitive issues and/or confidential information; discretion in dealing with people from all levels of the Company.

Who we are

AXA XL, the P&C and specialty risk division of AXA, is known for solving complex risks. For mid‑sized companies, multinationals and even some inspirational individuals we don’t just provide re/insurance, we reinvent it. By combining a comprehensive and efficient capital platform, data‑driven insights, leading technology, and the best talent in an agile and inclusive workspace, empowered to deliver top client service across all our lines of business – property, casualty, professional, financial lines and specialty. With an innovative and flexible approach to risk solutions, we partner with those who move the world forward.

Learn more at axaxl.com

What we offer

Inclusion

• Five Business Resource Groups focused on gender, LGBTQ+, ethnicity and origins, disability and inclusion with 20 Chapters around the globe.
• Robust support for Flexible Working Arrangements.
• Enhanced family‑friendly leave benefits.
• Named to the Diversity Best Practices Index.
• Signatory to the UK Women in Finance Charter.

Learn more at Inclusion & Diversity at AXA XL | AXA XL. AXA XL is an Equal Opportunity Employer.

Total Rewards

AXA XL’s Reward program is designed to take care of what matters most to you, covering the full picture of your health, wellbeing, lifestyle and financial security. It provides competitive compensation and personalised, inclusive benefits that evolve as you do. We’re committed to rewarding your contribution for the long term, so you can be your best self today and look forward to the future with confidence.

Sustainability

At AXA XL, Sustainability is integral to our business strategy. In an ever‑changing world, AXA XL protects what matters most for our clients and communities. We know that sustainability is at the root of a more resilient future. Our 2023‑26 Sustainability strategy, called “Roots of resilience”, focuses on protecting natural ecosystems, addressing climate change, and embedding sustainable practices across our operations.

Our Pillars

• Valuing nature: How we impact nature affects how nature impacts us. Resilient ecosystems – the foundation of a sustainable planet and society – are essential to our future. We’re committed to protecting and restoring nature – from mangrove forests to the bees in our backyard – by increasing biodiversity awareness and inspiring clients and colleagues to put nature at the heart of their plans.
• Addressing climate change: The effects of a changing climate are far‑reaching and significant. Predictable weather, increasing temperatures, and rising sea levels cause both social inequalities and environmental disruption. We’re building a net zero strategy, developing insurance products and services, and mobilising to advance thought leadership and investment in societal‑led solutions.
• Integrating ESG: All companies have a role to play in building a more resilient future. Incorporating ESG considerations into our internal processes and practices builds resilience from the roots of our business. We’re training our colleagues, engaging our external partners, and evolving our sustainability governance and reporting.
• AXA Hearts in Action: We have established volunteering and charitable giving programmes to help colleagues support causes that matter most to them, known as AXA XL’s “Hearts in Action” programmes. These include our Matching Gifts programme, Volunteering Leave, and our annual volunteering day – the Global Day of Giving.

For more information, please see Sustainability at AXA XL.