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Executive Assistant

3 months ago

Dartmouth Nova Scotia BN, Hants, Canada Intact Financial Full time

About the role

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

We’re looking for a detail-oriented and self-motivated Executive Assistant to join our growing team and support our Vice President, Atlantic Claims.

The ideal candidate will be highly organized, positive, solution-minded, trustworthy, eager to learn, and self-motivated. In addition, they must be diligent with timelines, able to anticipate needs, and a proactive listener who is able to understand and execute tasks in a fast-paced environment. Having strong communication skills (written and verbal), professional demeanor and prior experience as an executive assistant. This dynamic position requires the ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality.

This is a full-time permanent position based in Dartmouth, NS. We operate in a hybrid model, meaning you’ll be in the office a minimum of two days per week and have flexibility to work remotely (if you choose) for the remainder of the week.

What you’ll do here:

  1. Provide support to our VP, which includes managing and organizing their calendar, making travel arrangements, scheduling, and attending meetings to record minutes, completing, and filing expense reports, writing correspondence, etc.
  2. 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.
  3. Set up project meeting invitations, room reservations and equipment as needed, and publish meeting agendas.
  4. Provide ongoing technical support to the team (including onboarding assistance to new employees) through your technical knowledge of systems and software.
  5. Actively participate in special projects and any other related tasks, which include updating project documentation and publishing.
  6. Plan, coordinate, attend, and provide day-of support for department and offsite events, including fundraising and staff functions.
  7. Run confidential reports and create PowerPoint presentations, Word documents, and Excel spreadsheets on results.
  8. Assist with the annual budgeting process.
  9. Provide backup support to other Executive Assistants.

What you bring to the table:

  1. Post Secondary education – Business, Finance, Communications or other.
  2. Minimum of 3 years experience supporting executives
  3. Strong business acumen and professionalism
  4. Proficiency in MS Office (Word, Excel and PowerPoint)
  5. Can handle multiple competing priorities and deadlines
  6. Excellent communication skills, both written and verbal

What we offer

  • 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.

We are an equal opportunity employer

At Intact, we value diversity and strive to create an inclusive, accessible workplace where all individuals feel valued, respected, and heard.

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.

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