Executive Assistant – SVP

Intact; Montreal; Hybrid; CAD 50,000 - 70,000; Full time

Job summary

A leading insurance company in Montreal seeks an Executive Assistant to support the Investment team and the Executive Vice President. Responsibilities include managing meetings, documentation, and providing technical support. Ideal candidates should have excellent organizational skills, a degree, and be bilingual in French and English. This full-time position offers a hybrid work model and comprehensive benefits.

Benefits

Hybrid work model

Employee Share Purchase Plan

Flexible work arrangements

Annual wellness account

Qualifications

• Minimum of three years' experience in a business environment.
• Ability to manage multiple priorities under tight deadlines.
• Discretion in handling sensitive information.

Responsibilities

• Participate in planning and coordination of meetings and events.
• Administer correspondence and manage documentation.
• Provide ongoing technical support to the team.

Skills

Advanced MS Office skills

Excellent organizational skills

Bilingualism (French / English)

Education

University degree preferred

Job description

Overview

We are looking for an Executive Assistant to support the Investment team and our Executive Vice President, ensuring efficient and proactive management of administrative and organizational tasks.

What You’ll Do

• Participate in the planning and coordination of meetings and events, including invitations, facilities, catering orders, equipment, agendas, action tracking, guest liaison and other related requirements.
• Assist with meeting preparation by ensuring documents and materials are ready and shared in advance, presentations have been reviewed and formatted, resolve scheduling conflicts, etc.
• Administer correspondence and manage documentation and communications, ensuring appropriate follow-up.
• Coordinate team documentation updates in line with regulatory requirements related to data governance and participate in the reorganization and improvement of the current filing system.
• Coordinate and plan team events, ensuring the smooth running of hospitality services and planned activities.
• Welcome business partners to our offices.
• Provide ongoing technical support to the team, particularly for the onboarding of new employees.
• Produce reports, create PowerPoint presentations, Word and Excel documents as required by team members.
• Plan air and hotel reservations for team members' trips if necessary.
• Make payments of invoices and contributions and contribute to the production of team members' expense accounts.
• Make miscellaneous purchases for the office: kitchen, stationery, computer items.
• Collaborate with the department's executive assistant and with the assistants of departments collaborating with our unit.

What You Bring To The Table

• University degree preferred or equivalent combination of education and experience.
• Minimum of three (3) years' experience in a business environment.
• Advanced MS Office skills (Word, Excel, PowerPoint).
• Excellent organizational skills and ability to manage multiple priorities under tight deadlines.
• Ability to exercise discretion and contribute to preserving the confidentiality of sensitive information.
• Any other administrative tasks required for the smooth running of the department.
• Bilingualism (French / English) - Need to interact on a regular basis with colleagues across the country.

What We Offer

• A hybrid work model providing balance between working from home and in-person interactions.
• A financial rewards program that recognizes your success.
• An industry leading Employee Share Purchase Plan; we match 50% of net shares purchased.
• An extensive flex pension and benefits package, with access to virtual healthcare.
• Flexible work arrangements.
• Opportunity to purchase up to 5 extra days off per year.
• An annual wellness account that promotes an active and healthy lifestyle.
• Access to tools and resources to support physical and mental health, embracing change and connecting with colleagues.
• A dynamic workplace learning ecosystem with learning journeys, online content, and programs.
• Inclusive employee-led networks for development opportunities.
• Inspiring leaders and colleagues who will lift you up and help you grow.
• A Community Impact program reflecting diverse contributions to the community.

Equal Opportunity

We are an equal opportunity employer. We are committed to an accessible workplace where employees feel valued, included, and encouraged to share their unique perspectives. We encourage applications from individuals who are members of equity-deserving groups, including but not limited to women, Indigenous peoples, persons with disabilities, Black people, and members of the 2SLGBTQI+ community. We acknowledge that we work, meet and travel across the land currently called Canada, originally inhabited by First Nations, Metis and Inuit people. We have policies to ensure equal access and participation for people with disabilities, including providing workplace adjustments (accommodations). A copy of applicable policies is available on request. If we can provide a specific adjustment to make the recruitment process more accessible for you, please let us know when we reach out about a job opportunity. We’ll work with you to meet your needs. Learn more about our recruitment process and your candidate journey here. If you are an employee of Intact or belairdirect, please apply for this role on Internal Career Site.

Seniority level : Mid-Senior level

Employment type : Full-time

Job function : Administrative

Industries : Insurance