Executive Assistant, Distribution, GBRS
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Benefits offered by this job
Job summary
iA Financial Group in Canada seeks an Executive Assistant, Group Savings and Retirement Distribution, to support the Vice-President and leadership team. You will manage calendars, coordinate travel, prepare reports, and maintain confidential files across multiple locations in a hybrid setting.
The ideal candidate holds a DEC in an administrative field, has 3–5 years of senior admin support experience, and demonstrates proactivity, discretion, and strong English communication.
Qualifications
- Holds a College Diploma (DEC) in Office Technology, Administration, or a related field.
- 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.
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.
Skills
Education
Tools
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.
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.
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.
- 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.
Location(s)
Quebec / 1080, Grande Allee West
Other Possible Location(s) Montreal / 1981 McGill College Avenue
Toronto / 26 Wellington Street East
iA Financial Group* is the strength of a company with a human side, with its over 8,000 employees. Together, we have earned the trust of our more than four million clients and 25,000 advisors who have chosen us for their insurance, savings, and wealth management. With over $200 billion in assets and half a billion invested in technological innovation, 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 125 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. * iA Financial group includes the following entities: iA Services financiers, iA assurance auto et habitation, iA Gestion privée de patrimoine, PPI Management, Investia, iA Gestion de placements, Prysm, iA Clarington, Michel Rhéaume et associés, Garanties Nationales, WGI Manufacturing, WGI Service Plan Division, Lubrico, iA Financement auto
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, please Contact us here. Someone from our team will be happy to assist you with your needs.
As a reflection of our employees’ appreciation and engagement, iA once again stands out this year as one of Canada’s top employers according to Forbes. In 2026, iA Financial Group also ranks 1st among major publicly traded Canadian insurers. At iA Financial Group, our differences make us unique. We are committed to supporting and celebrating diversity because we believe that it is by bridging our differences that we will be stronger. Our employees’ wellbeing is our priority. We are also committed to creating a stimulating and safe work environment, in addition to offering a real work-life balance with our flexible work model. As a reflection of our employees’ appreciation, iA has been ranked as one of the top employers in Canada in 2023 by Glassdoor and Forbes.
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