Executive Assistant and Office Administrator

01705 Continental Casualty Company-Canada; Toronto; On-site; CAD 50,000 - 65,000; Full time

Job summary

The Executive Assistant & Office Administrator at CNA will support assigned executives and serve as the primary contact for employees, visitors, vendors, and partners. You’ll manage calendars, travel, invoices, and day-to-day office operations, balancing executive priorities with hands-on administration.

You will coordinate meetings, greet guests, handle communications, and ensure a professional office environment. A strong background in MS Office and experience in a similar role are essential.

Qualifications

• Minimum 5 years of administrative experience, preferably including senior-level or executive support.
• Strong organizational and time-management skills with the ability to manage competing priorities.
• Excellent written, verbal, interpersonal, and customer-service skills.
• Demonstrated professionalism, discretion, sound judgment, and ability to handle confidential information.
• Proactive and resourceful with strong problem-solving skills and attention to detail.
• Ability to work independently while collaborating effectively with employees, leaders, vendors, and external partners.
• Experience coordinating office operations, facilities, vendors, meetings, and workplace services is an asset.
• Knowledge of the insurance or financial-services industry is an asset.

Responsibilities

• Manage calendar management, travel arrangements, expense administration, and provide backup support for other EAs.
• Greet visitors, answer calls, and respond to general inquiries as the primary receptionist.
• Coordinate meetings, events, catering, boardrooms, and other logistics.
• Oversee day-to-day office operations including facilities, security access, and vendor relationships.
• Coordinate mail, couriers, packages, and business documents.
• Support invoice processing, vendor administration, cheque handling, and other routine financial tasks.
• Coordinate workplace needs such as access cards, business cards, nameplates, supplies, and office communications.
• Maintain accurate files/records and assist with special projects and confidential materials.
• Assist senior leadership with executive support, meetings, correspondence, reports, and presentations.

Skills

Organizational skills

Time management

Communication

Customer service

Problem solving

Independence

Team collaboration

Education

Business/Office Administration post-secondary education

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

PowerPoint

Job description

You have a clear vision of where your career can go. And we have the leadership to help you get there. At CNA, we strive to create a culture in which people know they matter and are part of something important, ensuring the abilities of all employees are used to their fullest potential.

JOB DESCRIPTION

The Executive Assistant & Office Administrator is responsible for supporting their assigned executives and is the primary point of contact for employees, visitors, vendors, and external business partners, ensuring a professional and welcoming office environment. They provide comprehensive administrative support to the branch while overseeing the day-to-day operations of the office. The role manages reception, office facilities, security access, mail and courier services, supplies, vendor relationships, and administrative payment processes. The successful candidate will be proactive, highly organized, service-oriented, and comfortable balancing executive priorities with hands‑on office management responsibilities.

Key Responsibilities

• Responsible for calendar management, end-to-end travel arrangements, expense administration and available as backup to support other executive assistants.
• Serve as the primary reception contact, greeting visitors, answering and directing calls, and responding to general inquiries.
• Coordinate meetings, events, catering, boardrooms, and other logistical requirements.
• Oversee day-to-day office operations, including supplies, facilities, property maintenance, security access, and relationships with building management and vendors.
• Coordinate incoming and outgoing mail, couriers, packages, and business documents.
• Support invoice processing, vendor administration, cheque handling, and other routine financial administration.
• Coordinate employee workplace needs, including access cards, business cards, nameplates, supplies, and office communications.
• Maintain accurate files and records and provide support for special projects and other administrative initiatives as required.
• Assist with other executive assistants to provide administrative support to senior leadership, meeting coordination, correspondence, presentations, reports, and confidential materials.
• Ad hoc responsibilities as they arise.

Required Education

Post-secondary education in Business Administration, Office Administration, or a related field preferred. Equivalent combination of education and relevant experience will be considered.

Required Skills & Experience

• Minimum 5 years of administrative experience, preferably including senior-level or executive support.
• Strong organizational and time-management skills with the ability to manage competing priorities.
• Excellent written, verbal, interpersonal, and customer-service skills.
• Demonstrated professionalism, discretion, sound judgment, and ability to handle confidential information.
• Proactive and resourceful with strong problem-solving skills and attention to detail.
• Ability to work independently while collaborating effectively with employees, leaders, vendors, and external partners.
• Strong proficiency in Microsoft Outlook, Word, Excel, and PowerPoint.
• Experience coordinating office operations, facilities, vendors, meetings, and workplace services is an asset.
• Knowledge of the insurance or financial-services industry is an asset At CNA, our Total Rewards philosophy reflects our commitment to building a high-performing, inclusive culture where every team member is empowered to grow, contribute, and thrive. We value the unique strengths and perspectives each individual brings to our business, our clients, and our communities.

The base salary range for this position is $50,000 to $65,000, complemented by a comprehensive and competitive benefits package to help our employees – and their family members – achieve their physical, financial, emotional, and social wellbeing goals.

Base salary determinations are based on various factors, including but not limited to, relevant work experience, skills, certifications and location.

Please note that this posting is for an existing vacancy.

At CNA, we are committed to providing equal employment opportunities to all employees and applicants.

It is our policy to provide equal employment opportunities to employees and applicants based on job-related qualifications and ability to perform a job.

If you require an accommodation during the hiring process or upon hire, please inform Human Resources.

If a selected applicant requests accommodation during the recruitment process, CNA will consult with the applicant in order to provide suitable accommodation that takes into account the applicant’s accessibility needs.

At CNA, we are focused on success, individually and collectively. We pride ourselves on promoting a culture that challenges and engages people. We strive to connect people, departments and business areas, to function as a team, and to serve our customers and communities with professionalism and respect.

Our dedication to employee engagement, continuous learning and the open exchange of ideas is the cornerstone of our business. These ideals, combined with our focus on the customer, enable us to explore new market opportunities and build on our success.

Our values, culture and financial strength are what differentiates us from other employers and make CNA the place you want to work.

At CNA, we are committed to advancing a culture of inclusion – one that attracts talent from all walks of life, fosters respect and collaboration, and enables all of our colleagues to do their best work.

At CNA, we have a long standing commitment to the diverse communities in which we live and work. We actively make a difference for the greater good through partnerships, sustainability, initiatives, and working together for a better tomorrow.

Corporate Social Responsibility is not one person, or one department, it's the entire enterprise coming together to make the world a better place.