Executive assistant

iA Financial Group; Toronto; On-site; CAD 70,000 - 95,000; Full time

Job summary

A leading financial services company in Canada seeks a highly organized Executive Assistant to support its Vice Presidents. This role involves complex scheduling, maintaining organizational charts, draft translations, and coordinating meetings in a fast-paced environment, along with requiring strong communication and multitasking skills.

Qualifications

• 10+ years in a high-level Executive Assistant role.
• Bilingual in English and French is an asset.
• Strong attention to detail and discretion.

Responsibilities

• Manage calendars and emails for the Vice Presidents.
• Draft, revise, and format documents in both English and French.
• Coordinate national strategic meetings.

Skills

Organization

Communication

Multitasking

Tools

Microsoft 365

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

1. Manage calendars and emails for both Vice Presidents, including complex scheduling across the Executive Team
2. Anticipate needs and implement tools and procedures to enhance office efficiency
3. Maintain and update schedules for recurring committee meetings
4. Draft, revise, translate, and format documents, correspondence, and PowerPoint presentations in both official languages
5. Coordinate national strategic meetings, including travel, accommodations, venues, and catering
6. Organize and support Town Halls (All Employee, New Employee, Operations, etc.)
7. Attend meetings (virtual/in-person), take notes, and summarize key takeaways
8. Maintain organizational charts for both Vice Presidents and their teams
9. Support and organize DMS meetings (2.5, 3, and 4), including guest coordination and content preparation
10. Manage security requests via the SecurityRequest platform
11. Oversee onboarding of new employees: IT setup, security, building access, and team introductions
12. Represent both Vice Presidents as a committee member on Viva Engage
13. Perform various ad hoc administrative duties as required

Qualifications

1. Minimum 10 years of experience in a high-level Executive Assistant role
2. Excellent interpersonal, communication, and collaboration skills with internal and external stakeholders
3. Strong organizational and time management abilities; able to juggle multiple priorities and deadlines
4. High attention to detail, discretion, and sound judgment
5. Proficient in Microsoft 365 tools: Teams, Outlook, Word, Excel, PowerPoint, SharePoint, and OneNote
6. Experience in a Lean environment is considered an advantage
7. Demonstrated professionalism and commitment to confidentiality
8. Knowledge of the French language is an asset

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Company Overview

iA Financial Group is the strength of a company with a human side, with its over 10,000 employees. Together, we have earned the trust of our more than five million clients and 50,000 advisors who have chosen us for their insurance, savings, and wealth management.

With over $235 billion in assets, 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 130 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.

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, write to us. Someone from our team will be happy to assist you.