Executive Assistant, Distribution, GBRS

ia; Quebec; Hybrid; CAD 60,000 - 85,000; Full time

Benefits offered by this job

Group insurance

Pension plan

Share purchase plan

Vacation days

Wellness days

Telemedicine

Assistance program

Ergonomic furniture

Performance bonus

ia product discounts

Job summary

ia seeks an Executive Assistant for Group Savings and Retirement Distribution to support the Vice-President and leadership team in daily operations. This 12-month, full-time role is based in a hybrid Canada-wide setting and involves calendars, travel, confidentialFiles, and governance materials.

The ideal candidate will have DEC in Office Technology, 3–5 years of EA experience, strong Microsoft 365 skills, and English proficiency.

Qualifications

• College Diploma or equivalent in Office Administration
• 3–5 years in executive assistant role
• Advanced English proficiency
• Experience with Salesforce and Microsoft 365

Responsibilities

• Manage VP calendars and prioritize tasks and deadlines
• Coordinate travel and prepare expense reports
• Maintain confidential files and databases
• Handle sponsorship payments and budgeting tracking
• Prepare agendas, presentations, and meeting materials
• Translate and format executive documents (French/English)
• Generate reports and dashboards from systems
• Support internal communications and governance activities

Skills

Calendar management

Organization skills

Discretion

English proficiency

Proactivity

Education

DEC in Office Technology

Tools

Microsoft 365

Salesforce

Copilot AI tools

PowerPoint

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

• 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

• Hold 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 ba