Executive Assistant

Liberty Mutual Canada; Toronto; Hybrid; CAD 60,000 - 80,000; Full time

Benefits offered by this job

Flexible work environment

Competitive health & dental benefits

Market-leading pension plan

External education & tuition reimbursement

Job summary

A leading insurance company is seeking an Executive Assistant in Toronto to support executives by managing calendars, coordinating meetings, and handling travel logistics. The ideal candidate will have 3-5 years of relevant experience, excellent organizational skills, and a high level of discretion. This role offers a hybrid work environment with a focus on work-life balance and competitive benefits.

Qualifications

• 3-5+ years of relevant administrative experience.
• Experience supporting executives at the executive level.
• Knowledge of records management systems.

Responsibilities

• Manage executive calendars and schedule meetings.
• Coordinate logistics for meetings and travel.
• Prepare expense reports and manage communications.

Skills

Organizational skills

Time management skills

Microsoft Office proficiency

Discretion

Proactive approach

Tools

Microsoft Teams

Slack

Job description

Overview

3 weeks ago Be among the first 25 applicants

Department: Service Delivery
Location: Toronto and Calgary - Hybrid (3 days per week in-office)
Reports to: Manager II, Workplace Operations

Company Overview
Liberty Mutual Canada is the Canadian operation of Liberty Mutual Insurance Company. We offer a broad suite of commercial insurance products and solutions to mid-size and large Canadian companies with Canadian, North American and/or multinational risks. Liberty Mutual Canada has over 300 employees and services its clients coast-to-coast from our regional offices in Vancouver, Calgary, Edmonton, Toronto, Montreal and Halifax.

Liberty Mutual Canada is committed to fostering an inclusive, accessible environment where all employees feel valued and supported. We are committed to building a workforce that is representative of the communities we operate in and serve. If you require an accommodation for the recruitment/interview process due to a disability (which may be invisible or visible, temporary or permanent), please let us know and we will work with you to meet your needs.

Our core values guide all decisions and are reflected in our benefits and employee programs. We offer:

• A premier flexible work environment (a combination of on-site & remote work) supporting our employees in their pursuit of a healthy work-life balance
• Competitive health & dental benefits plan
• Market-leading pension plan
• Competitive time off policy
• External education & tuition reimbursement programs
• Employee & Family Assistance Programs
• An opportunity to get involved and become a member of one of our national employee committees - social responsibility, employee engagement, diversity, equity & inclusion

The Opportunity

Join the Liberty team as an Executive Assistant supporting executives by managing calendars, coordinating meetings and events, and handling travel and expense logistics. You\'ll play a vital role in streamlining communications, preparing presentations, and supporting onboarding and recognition initiatives. This is a great opportunity to contribute to a dynamic work environment while showcasing your organizational and multitasking skills.

Duties and Responsibilities

• Manage and maintain calendars, including scheduling and coordinating meetings for multiple executives
• Coordinate logistics for meetings, events, and executive travel arrangements
• Prepare and process expense reports and invoices for aligned executives
• Draft, proofread, and manage communications to ensure clarity and professionalism
• Create and update PowerPoint presentations, meeting agendas, and related documents
• Organize office space and parking reservations as needed
• Arrange catering services for meetings and events
• Procure office equipment and supplies to support executive needs
• Create and maintain digital resources such as OneNote notebooks, Teams sites, and distribution lists
• Support recognition initiatives, including ordering flowers and gifts for special occasions
• Assist with onboarding processes for executives, ensuring smooth transitions
• Develop and manage surveys for feedback and engagement purposes
• Serve as a liaison to support workplace operations and IT on an as-needed basis
• Other duties as may be assigned

Skills & Qualifications

• 3-5+ years of relevant administrative experience, including prior experience providing support at the executive level
• Knowledge of administrative procedures, software applications (such as Microsoft Office: Word, Excel, PowerPoint, etc.), records management systems, and other business procedures and terminology. Experience with Microsoft Teams or Slack would be an asset
• Excellent organizational skills, time management skills and attention to detail, including the ability to anticipate needs and be proactive
• A high level of integrity and discretion in handling confidential information as well as professionalism in dealing with senior executives internally and externally
• The ideal candidate will be detail oriented, experienced planner with the demonstrated ability to respond effectively and efficiently while maintaining flexibility and composure