Executive Assistant

iA Financial Group; Toronto; Hybrid; CAD 70,000 - 90,000; Full time

Job summary

A leading financial services company is seeking a highly organized and proactive Executive Assistant to support two senior leaders in Toronto. The role requires managing complex schedules, drafting documents, and overseeing employee onboarding. Potential candidates should have at least 7 years of experience and be proficient in Microsoft 365 tools. This position offers a hybrid work environment, competitive benefits, and a chance for professional growth.

Benefits

Flexible group insurance

Competitive pension plan

Stock purchase plan

Telemedicine

Performance bonus

Qualifications

• Minimum of 7 years of experience as an Executive Assistant.
• Strong organizational and time management abilities.
• Demonstrated professionalism and commitment to confidentiality.

Responsibilities

• Manage calendars and emails for both Vice Presidents.
• Draft and format documents, correspondence, and PowerPoint presentations.
• Oversee onboarding of new employees.

Skills

Multitasking

Communication

Time management

Attention to detail

Proficient in Microsoft 365

Professionalism

Job description

Build the future with us

We are seeking a highly organized 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.

This position is a great opportunity to showcase your skills and fully realize your potential within a caring and trustworthy company. Here, people and their development are at the heart of our priorities, fostering an environment that encourages collaboration and innovation.

What you’ll accomplish with us

As an Executive Assistant, you’ll be at the core of our mission. Here are the main responsibilities:

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

What could accelerate your success in this role

We’re looking for someone who has:

• A minimum of 7 years of experience as an Executive Assistant.
• Excellent interpersonal, communication, and collaboration skills with internal and external stakeholders.
• Strong organizational and time management abilities; able to juggle multiple priorities and deadlines.
• High attention to detail, discretion, and sound judgment.
• Proficient in Microsoft 365 tools: Teams, Outlook, Word, Excel, PowerPoint, SharePoint, and OneNote.
• Experience in a Lean environment is considered an advantage.
• Demonstrated professionalism and commitment to confidentiality.
• Knowledge of the French language is an asset.
• Position based in Toronto or Oakville.

At iA, we believe in potential and value diverse experiences. If this role inspires you, go ahead and apply – your place might be with us, and we want to get to know you!

Why you’ll love working with us

• A work environment where learning and development merge with a collective pursuit of excellence.
• A healthy, safe, fair, and inclusive environment where potential can be freely expressed and developed.
• The opportunity to work in a hybrid environment, supported by flexibility and access to inspiring and innovative workspaces.
• Competitive benefits: Flexible group insurance, competitive pension plan, stock purchase plan, vacation and wellness/personal development days, telemedicine, employee and family assistance program, ergonomic furniture program, performance bonus, discounts on iA products, and much more!

Apply now and get ahead of your career, where your talent really belongs!

Still unsure about applying? At iA, we believe in potential and value diverse experiences. If this role inspires you, go ahead and apply – your place might be with us, and we want to get to know you!