Executive Assistant

Navacord Inc.; Toronto; On-site; CAD 85,000 - 110,000; Full time

Benefits offered by this job

Health and Dental Benefits

RRSP Match Program

Bonus

Paid Vacation Time

Sick Days

Additional PTO

Job summary

Navacord Inc. seeks a highly organized Executive Assistant to support our President, Benefits Consulting & Financial Services in Toronto.

This role thrives in a fast-paced office, coordinating meetings, preparing executive materials, and managing calendars and travel. The ideal candidate brings 7+ years of assistant experience, advanced PowerPoint and Excel skills, meticulous communication, and a proactive, confidential approach to leadership support.

Qualifications

• 7+ years of assistant experience for high-profile executives.
• Insurance industry experience is a plus.
• Excellent verbal and written communication with strong attention to detail.
• Diplomatic with ability to exercise confidentiality.
• Exceptional organizational skills and ability to manage multiple priorities in a fast-paced environment.
• Ability to work independently and as part of a team.
• Advanced PowerPoint design and Excel pivot charts and formulas.
• Strong note-taking and synthesis skills.
• Experience preparing board reports and executive presentations.

Responsibilities

• Coordinate logistics for C-Suite Executive meetings, including materials such as advanced PowerPoint presentations, and organizational charts & spreadsheets.
• Prepare, format, and deliver board-level business reports and presentations using advanced Excel and PowerPoint skills.
• Run reports and prepare summaries of workforce data for Executive Leadership Team meetings and Benefits Consulting & Financial Services Team meetings.
• Provide comprehensive administrative assistance, supporting all aspects of the President’s initiatives.
• Handle confidential information with discretion and professionalism.
• Attend prospect meetings, capture detailed notes, and synthesize key takeaways for executive review and follow-up.
• Assist in planning events, town halls, and leadership offsites.
• Understand requirements for each event to plan with attention to budget and time constraints.
• Research vendors (catering, decorators, musicians, etc.) and choose the best combination of quality and cost.
• Manage calendar and travel arrangements.
• Greet visitors and manage mailings/couriers.
• Office administrative tasks.

Skills

Executive support

PowerPoint

Excel

Communication

Confidentiality

Organizational skills

Multi-tasking

Note-taking

Calendar management

Travel coordination

Tools

Microsoft 365

Outlook

Pivot tables

SharePoint

Job description

Navacord is seeking a highly organized, proactive, and creative Executive Assistant to support our President, Benefits Consulting & Financial Services. This role is ideal for someone who thrives in a fast-paced environment, enjoys being in office with colleagues while managing multiple priorities, and brings strong creative PowerPoint skills, project coordination, excel and communication skills to the table.

WHAT YOU’LL BE RESPONSIBLE FOR

Administration

• Coordinate logistics for C-Suite Executive meetings, including preparing materials such as advanced PowerPoint presentations, and organizational charts & spreadsheets.
• Prepare, format, and deliver board-level business reports and presentations using advanced Excel and PowerPoint skills.
• Run reports and prepare summaries of workforce data for Executive Leadership Team meetings and Benefits Consulting & Financial Services Team meetings.
• Provide comprehensive administrative assistance, supporting all aspects of the President’s initiatives.
• Handle confidential information with discretion and professionalism.

Meeting & Event Coordination

• Attend prospect meetings, capture detailed notes, and synthesize key takeaways for executive review and follow-up.
• Assist in planning events, town halls, and leadership offsites.
• Understand requirements for each event to plan with attention to budget and time constraints.
• Research vendors (catering, decorators, musicians, etc.) and choose the best combination of quality and cost.

Personal Support

• Assist the President with personal tasks and appointments as needed.

Calendar Management

• Schedule internal and external meetings and conference calls for the President
• Liaise with executive assistants to handle requests and queries from senior executives.
• Coordinate and book travel arrangements.

Office Management

• Arrange passcards and greet any visitors to our office.
• Open, review and distribute daily mail as well as prepare and oversee mailings/couriers.
• Various office administrative tasks.

WHAT YOU BRING TO THE ROLE

• 7+ years of assistant experience for high-profile executives
• Previous experience working within the insurance industry is an asset
• Excellent communication (verbal and written) skills with a strong attention to detail
• Diplomatic with ability to exercise confidentiality
• Exceptional organizational skills, attention to detail, and ability to manage multiple priorities in a fast-paced environment.
• Ability to work independently and as part of a team, with a strong sense of initiative and accountability
• Advanced proficiency in PowerPoint (designing executive-level presentations) & Microsoft Excel (pivot tables, charts, formulas) and is required.
• Strong project management skills with the ability to manage multiple priorities and deadlines.
• Demonstrated experience preparing board reports and executive presentations.
• Strong note-taking and synthesis skills, with the ability to distill complex meeting discussions into actionable summaries.

WHAT WE OFFER:

• Health and Dental Benefits
• RRSP Match Program
• Bonus
• Paid Vacation Time
• Sick Days
• Additional PTO available

This is for a new role.

Navacord DOES NOT utilize artificial intelligence in the screening, assessment, or selection of applicants for this position.