HR Business Assistant

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

The Opportunity

The Business Assistant is responsible for all coordination and executive support functions for a group of Vice Presidents within the Human Resources and Talent organization at Definity (including HR Operations, HR Business Partners, Enterprise Change Enablement, Talent & Culture, and HR Integration). This role also provides a full range of administrative support to the broader HR, Talent Acquisition, and Culture teams.

What to Expect

• Complex Calendar & Inbox Management: Manage the VPs' calendars and inboxes, coordinating internal and external meetings. Actively manage and resolve conflicting priorities across multiple executives while ensuring necessary resources are booked.
• Travel Coordination & Expense Management: Coordinate and manage light travel itineraries, flight and hotel bookings, and ground transportation for the VPs. Prepare, compile, and submit travel-related expenses and corporate invoices in a timely and accurate manner.
• Confidentiality & Discretion: Ensure that highly sensitive, proprietary, and confidential HR information is handled with discretion and released only to authorized individuals.
• Event & Culture Coordination: Plan and coordinate events for the HR team. Handle all venue, catering, and technical support arrangements.
• Reporting: Monitor monthly reports and track expenses for various HR initiatives, following up on discrepancies when necessary.
• Expense & Invoice Review: Review all direct report expense reports for accuracy and policy compliance prior to leader approval.

What You Bring

• University degree or college diploma in Business/Office Administration, Human Resources, 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: Proven ability to handle a wide variety of activities and highly confidential and sensitive organizational matters with sound judgment and independence.
• Excellent Organizational Skills: Strong time management skills with the ability to maintain balance among competing priorities from multiple VPs.
• Exceptional Interpersonal Skills: Shows professionalism in all interactions with internal stakeholders and external partners.
• Articulate: Strong written and verbal communication skills.
• Attention to Detail: Meticulous administrative and organizational capabilities.
• Tech Savvy: Demonstrated advanced proficiency in Microsoft Office applications (Outlook, Word, Excel, and PowerPoint), Adobe Acrobat, and Oracle HCM.
• Travel Requirement: Must be able to travel to Waterloo regularly (at least once per week)

Salary Range: $51,300 - $94,400