Executive Assistant to the CEO

Aviva; Markham; Hybrid; CAD 70,000 - 90,000; Full time

Job summary

A leading insurance company in Markham is looking for a proactive Executive Assistant to support the CEO. The role involves managing the CEO's calendar, providing administrative support, and acting as a liaison with stakeholders. Ideal candidates will have over 5 years of experience in similar positions and strong organizational skills. This position offers a competitive rewards package and hybrid work options.

Benefits

Base compensation and annual bonus

Retirement savings plan

Health benefits

Competitive vacation package

Professional development support

Corporate wellness programs

Qualifications

• Minimum of 5 years experience supporting C-suite executives.
• Ability to manage executive-level priorities with discretion.
• Experience in a dynamic and collaborative environment.

Responsibilities

• Manage the CEO's calendar and priorities.
• Provide comprehensive administrative support.
• Coordinate travel itineraries and logistics.
• Draft and manage correspondence and reports.

Skills

Calendar management

Written communication

Verbal communication

Organizational skills

Discretion

Judgment

Education

University degree or college diploma in business administration

Tools

Microsoft Office Suite

Concur

Oracle

Amex Travel

Job description

Individually we are people, but together we are Aviva. Individually these are just words, but together they are our Values – Care, Commitment, Community, and Confidence.

We are seeking a highly skilled and proactive Executive Assistant (EA) to support the Chief Executive Officer (CEO) at our Markham, Ontario office. This is a pivotal, high-impact role that goes far beyond traditional administrative support. The EA will serve as a trusted extension of the CEO, amplifying their time, managing competing priorities, and ensuring alignment with the organization’s values, pace, and purpose.

This role is ideal for a seasoned professional who thrives in a fast-paced, high-stakes environment and is passionate about delivering strategic value through operational excellence, cultural alignment, and trusted partnership.

What you'll do

• Amplify the CEO’s time and focus by rigorously managing the calendar, priorities, and energy across five key areas : Strategy, Business Performance, Leadership, Wellness, and External Stakeholders.

• Serve as a trusted confidant and gatekeeper to the CEO , managing internal, external, and personal matters with discretion , sound judgement and integrity.

• Provide comprehensive administrative support including complex calendar management, meeting coordination, and travel arrangements.

• Proactively assess and prioritize meeting requests to ensure the CEO’s time is focused where it delivers the greatest impact

• Act as a liaison between the CEO and internal/external stakeholders, maintaining professionalism, confidentiality, and a value-driven approach.

• Draft, review, and manage correspondence, reports, and presentations on behalf of the CEO.

• Prepare and process expense reports, invoices, and financial documentation in collaboration with Finance.

• Coordinate detailed domestic and international travel itineraries, including logistics, agendas, and briefing materials.

• Conduct research and follow up on issues and concerns addressed to the CEO, determining appropriate responses or delegations.

• Support strategic initiatives and special projects, ensuring timely execution and follow-through.

• Maintain awareness of upcoming commitments and responsibilities, ensuring the CEO is well-prepared and informed.

What you'll bring

• University degree, college diploma, or equivalent experience in business administration or a related field.

• Minimum of 5 years of experience supporting C-suite or senior executives, including experience with CEO-level agendas, preferably in a large or complex organization.

• Proven ability to manage executive-level priorities with sound judgment, discretion, and diplomacy.

• Exceptional written and verbal communication skills, with the ability to interact effectively at all levels of the organization.

• Highly organized, detail-oriented, and capable of managing multiple priorities under pressure.

• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook); experience with Concur, Oracle, and Amex Travel is an asset.

• Embody and extend the CEO’s brand—energetic, fast-paced, values-led, and deeply committed to organizational culture and excellence.

• Self-starter with a proactive mindset and a commitment to continuous improvement.

• Experience working in a dynamic, fast-paced, and collaborative environment.

What you’ll get

• Compelling rewards package including base compensation, eligibility for annual bonus, retirement savings, share plan, health benefits, personal wellness, and volunteer opportunities.
• Outstanding Career Development opportunities.
• We’ll support your professional development education.
• Competitive vacation package with the option to purchase 5 extra days off per year
• Employee driven programs focused on gender, LGBTQ+, origins, diversity and inclusion
• Corporate wellness programs to support our employees’ physical and mental health
• Hybrid flexible work model

Please note that we may use AI tools to help us through the recruitment process. This is a new position which has been posted both internally & externally.

Aviva Canada has an accommodation process in place to provide accommodations for employees with disabilities. If upon commencement of employment you require a specific accommodation because of a disability, please contact your Talent Acquisition Partner so that an appropriate accommodation can be arranged. This process applies throughout your career with Aviva Canada.