Executive Assistant, Distribution, GBRS

Industrial Alliance Insurance and Financial Services Inc; Quebec; Hybrid; CAD 60,000 - 85,000; Full time

Benefits offered by this job

Hybrid work environment

Flexible group insurance plans

Competitive pension plan

Employee share purchase plan

Vacation and wellness days

Telemedicine

Employee and family assistance program

Ergonomic furniture program

Performance bonus

Discounts on iA products

Job summary

Industrial Alliance Insurance and Financial Services Inc seeks an Executive Assistant to the Vice-President and Distribution leadership team for the Group Savings and Retirement Distribution area. The role involves high-level calendar management, travel coordination, confidential file handling, and governance support in a fast-paced, bilingual environment.

The position is based in a hybrid Canada-wide setting, with start date as soon as possible and a focus on process improvement, reporting, and

Qualifications

• Holds a College Diploma (DEC) in Office Technology, Administration, or equivalent.

Responsibilities

• Independently manage calendars, changing priorities, deadlines, and follow-ups.

Skills

Microsoft 365

Proactivity

Organization & planning

Discretion & judgment

Cross-functional project coordination

Salesforce data analysis

English proficiency

AI tools (Copilot)

LinkedIn usage

Education

DEC in Office Technology/Administration

Tools

Salesforce

Copilot

Microsoft 365

LinkedIn

Job description

Executive Assistant, Distribution GBRS

Toronto-Montreal-Quebec / Temporary 12 months / Full-time / Start Date: As soon as possible

Build the future with us

Are you passionate about administration and looking to contribute to the purpose of a company that strives to ensure its clients feel confident and secure about their future? As an Executive Assistant, Group Savings and Retirement Distribution, you will play a key role in providing executive and administrative support to the Vice-President and leadership team in the day-to-day management of their activities.

This position is an excellent opportunity to showcase your skills and fully leverage your potential within a caring and trustworthy organization. Here, people and their development are at the heart of everything we do, creating an environment that fosters collaboration and innovation.

What you will accomplish with us

As an Executive Assistant, Group Savings and Retirement Distribution, you will be at the heart of our mission. Here are the main responsibilities:

• Independently manage calendars, changing priorities, deadlines, and follow-ups associated with files and initiatives;
• Coordinate business travel arrangements (travel bookings, accommodations, logistics) and prepare expense reports;
• Develop, maintain, and update files, databases, and systems for processing confidential information;
• Manage, monitor, and coordinate sponsorship payment requests, including validating documentation, obtaining required approvals, and tracking budgets;
• Follow up on decisions, actions, deliverables, and next steps arising from meetings, committees, and governance bodies;
• Ensure the classification, organization, and document management of the Vice-President’s office;
• Plan, coordinate, and prepare various meetings and events;
• Support the Vice-President and management team in developing, tracking, and maintaining management systems, dashboards, and performance indicators;
• Prepare agendas, PowerPoint presentations, surveys, workshops, briefing materials, and follow-ups related to meetings and events;
• Recommend and implement best practices in administrative and operational management, including reviewing and improving processes;
• Support the Vice-President’s internal communications (mailbox, team messages, invitations, surveys, and ad hoc communications);
• Actively participate in the preparation, drafting, revision, proofreading, translation (French/English), and formatting of executive-level documents;
• Analyze data from systems (Salesforce) to identify trends, produce reports, make observations, and recommend actions;
• Perform other related duties.

What could help you succeed in this role

We are looking for someone who:

• Holds a College Diploma (DEC) in Office Technology, Administration, or a related field, or an equivalent combination of education and experience;
• Has 3 to 5 years of relevant experience in an executive assistant or senior administrative support role, ideally supporting executive leadership;
• Has an excellent command of the Microsoft 365 suite (Word, Excel, Outlook, PowerPoint, Teams, OneNote) as well as artificial intelligence tools (Copilot);
• Is comfortable using digital tools and social media (e.g., LinkedIn) and is eager to learn and leverage new technologies, software, or applications (e.g., Salesforce);
• Is recognized for their proactivity;
• Stands out for their organizational and planning skills;
• Demonstrates a high level of discretion;
• Is known for their sound judgment;
• Has experience coordinating cross-functional projects or corporate events (an asset)
• Advanced level of English proficiency, as the individual will be required to collaborate verbally and in writing with various unilingual English-speaking internal and external partners on a daily basis, including the Vice-President.

Why you will love working with us

• A work environment where learning and development merge with a shared pursuit of excellence;
• A healthy, safe, equitable, and inclusive environment where potential can be expressed and developed freely;
• The opportunity to work in a hybrid environment, supported by flexibility and access to inspiring and innovative workspaces.
• Competitive benefits: Flexible group insurance plans, competitive pension plan, employee share 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!

The typical hiring range for this position is $60,012 to $85,041 CAD per year; the proposed base salary may vary based on the knowledge, skills, years of experience, and internal equity associated with the role. At iA, we are committed to offering a fair, equitable, and market-based compensation structure. Our market data is updated annually to reflect the most current market conditions.