Executive Assistant – VP / DSVP

Intact Financial Corporation; Toronto; Hybrid; CAD 55,000 - 70,000; Full time

Job summary

A financial services company in Toronto is seeking an experienced Executive Assistant to support two Vice Presidents. This role involves organizing calendars, making travel arrangements, and coordinating meetings. Candidates should have at least 3 years of relevant experience and a college diploma in administration. This position offers a hybrid work model and an extensive benefits package, including flexible work arrangements and a wellness account.

Benefits

Industry leading Employee Share Purchase Plan

Extensive flex pension and benefits

Possibility to purchase extra days off

Annual wellness account

Qualifications

• Minimum of 3 years experience in a similar role.
• Strong professionalism required.
• Ability to manage and organize schedules effectively.

Responsibilities

• Provide support to two Vice Presidents including managing calendars.
• Assist with maintaining inventory and distributing mail.
• Plan and coordinate department and offsite events.

Skills

Strong business acumen

Proficiency in MS Office

Excellent communication skills

Ability to handle multiple priorities

Education

College diploma in administration or secretarial studies

Job description

About the role

We’re looking for an Executive Assistant to join our team!

What you’ll do here :

Provide support to two Vice President's, which includes managing and organizing their calendar, making travel arrangements, scheduling and attending, as required, meetings to record minutes, completing and filing expense reports, writing correspondence, etc.

Support the entire team, which includes filing confidential employee documents, ensuring appropriate hospitality services are arranged, preparing team meeting agendas, preparing document packages for various meetings, tracking timesheets, ordering supplies and maintaining inventory / equipment and distributing mail.

Set up project meeting invitations, room reservations and equipment as needed, and publish meeting agendas.

Provide ongoing technical support to the team (including onboarding assistance to new employees) through your technical knowledge of systems and software.

Actively participate in special projects and any other related tasks, which include updating project documentation and publishing.

Plan, coordinate, attend, and provide day-of support for department and offsite events, including fundraising and staff functions.

Run confidential reports and create PowerPoint presentations, Word documents, and Excel spreadsheets on results.

Assist with the annual budgeting process.

Provide backup support to other Executive Assistants.

What you bring to the table :

College diploma in administration or secretarial studies or equivalent combination of education and experience

Minimum of 3 years experience

Strong business acumen and professionalism

Proficiency in MS Office (Word, Excel and PowerPoint)

Can handle multiple competing priorities and deadlines

Excellent communication skills, both written and verbal

LI-Hybrid

What we offer

Our hybrid work model provides the balance between working from home and enjoying meaningful in-person interactions.

Working here means you'll be empowered to be and do your best every day. Here is some of what you can expect as a permanent member of our team :

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

Possibility 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 complete with learning journeys, interactive online content, and inspiring programs

Inclusive employee-led networks to educate, inspire, amplify voices, build relationships and provide development opportunities

Inspiring leaders and colleagues who will lift you up and help you grow

A Community Impact program, because what you care about is a part of what makes you different. And how you contribute to your community should be just as unique.