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Executive Assistant

3 months ago

Toronto ON, Canada Navacord Full time

WE OFFER:

  • Great learning and growth opportunities
  • A competitive compensation package
  • Full Benefits Package
  • RRSP Matching Program
  • Professional Development Courses & Designations
  • 100% tuition re-imbursement for business relevant courses and training
  • Vary days – including a day off for your birthday

OVERVIEW:

Navacord is seeking an Executive Assistant with previous experience supporting multiple high performing Executives to join our Canadian-owned insurance brokerage, which consists of broker partners coast to coast. This role will support the Chief Financial Officer and SVP, Capital Markets and Corporate Strategy.

RESPONSIBILITIES:

Administration

  • Type general correspondence and various documents (including, in some instances, large documents, copy typing and markup transcription and organizational charts, preparing fill and print Adobe forms and drafting simple correspondence) including Word Processing, PowerPoint, Visio and Excel worksheets, ensuring a high level of accuracy.
  • Prepare meeting materials for executives which includes PowerPoint presentations, memos, organization charts and other documents as needed
  • Act as delegate of supported executives for purposes of placing electronic signatures on documents requiring their signatures
  • Format documents, including, converting document formats, and fixing large document formatting issues
  • Prepare and submit expense forms
  • Manage OneNote filing system for CFO and SVP
  • Process all office related invoices

Calendar Management

  • Schedule internal and external meetings and conference calls for supported executives
  • Liaise with executive assistants to handle requests and queries from senior executives
  • Co-ordinate and book travel arrangements

Personal Support

  • Integrate CFO and SVP’s family life with their work schedule to ensure work life balance in each work week
  • Provide support to the CFO’s direct reports as required
  • Act as back-up support to EA team during vacations

Event Planning

  • Understand requirements for each event to plan with attention to budget and time constraints
  • Research vendors (catering, decorators, musicians etc.) and choose the best combination of quality and cost
  • Negotiate with vendors to achieve the most favorable terms
  • Plan CFO team building events

Office Management

  • Manage all permanent pass cards for full time employees
  • Coordinate visitor pass cards for all visiting guests
  • Keep track of inventory of office supplies and order as required
  • Liaise with landlord for all service-related requests
  • Open, review and distribute daily mail as well as prepare and oversee mailings/couriers
  • Various office administrative tasks

REQUIREMENTS:

  • 7+ years of executive experience for high-profile executives
  • This is a fully in-office position and requires the employee to commute to the Toronto, Navacord office Monday through Friday
  • Demonstrated experience in organizing complex travel arrangements
  • Advanced skillset in Microsoft Office
  • Advanced skillset in creating and editing PowerPoint Presentations with various charts and graphs
  • Strong interpersonal skills with the ability to build effective working relationships with all levels of an organization and with external stakeholders
  • Diplomatic with ability to exercise confidentiality
  • Ability to prioritize conflicting needs; handles matter expeditiously, proactively, and follows-though on projects to successful completion, often with deadline pressures
  • Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
  • A proven track record of organizing successful events

Navacord is actively committed to support diversity, equity, and inclusion. We serve and recognize and respect human differences and similarities. We value the diversity of people and actively encourage women, indigenous peoples, members of visible minorities, people with disabilities, and lesbian, gay, bisexual, transgender, and queer (LGBTQ2+) persons to apply.We are committed to providing accommodation upon request for applicants and employees with disabilities. If you require accommodation, we will work with you to meet your needs.