Executive HR Assistant to VP Team

Kibbi Technologies Inc.; Toronto; On-site; CAD 51,000 - 94,000; Full time

Job summary

Definity is seeking a Business Assistant to provide coordination and executive support for VPs within HR and Talent. You will manage calendars, travel, expense reports, and confidential information with discretion, and coordinate events.

The ideal candidate has a university degree or diploma in business/office administration, 3–5 years supporting senior leaders, and strong organizational and communication skills, plus MS Office and Oracle HCM. Waterloo travel is required weekly.

Qualifications

• University degree or college diploma in Business/Office Administration, HR, or a relevant discipline.
• 3–5 years of experience supporting multiple senior-level leaders in an executive assistant or business assistant capacity, ideally within an HR, People & Culture, or corporate strategy environment.
• Exceptional discretion: ability to handle highly confidential information with sound judgment.

Responsibilities

• Manage the VPs' calendars and inboxes, coordinating internal and external meetings.
• Coordinate light travel itineraries, flight and hotel bookings, and ground transportation; prepare and submit expenses and invoices.
• Ensure confidentiality and discretion when handling HR information.
• Plan and coordinate events for the HR team and related initiatives.
• Monitor monthly reports and track expenses for HR initiatives; follow up on discrepancies.
• Review direct report expense reports for accuracy and policy compliance.

Skills

Calendar management

Travel coordination

Discretion

Organizational skills

Interpersonal skills

Written & verbal communication

Attention to detail

MS Office

Oracle HCM

Education

University degree or college diploma in Business/Office Admin, HR, or related discipline

Tools

Outlook

Word

Excel

PowerPoint

Adobe Acrobat

Oracle HCM

Job description

Definity is seeking a Business Assistant to provide coordination and executive support for VPs within HR and Talent. You will manage calendars, travel, expense reports, and confidential information with discretion, and coordinate events.

The ideal candidate has a university degree or diploma in business/office administration, 3–5 years supporting senior leaders, and strong organizational and communication skills, plus MS Office and Oracle HCM. Waterloo travel is required weekly.