Executive Assistant

6 months ago

Toronto, Canada Canada Life Assurance Company Full time

Executive Assistant

**Description:
- Permanent Full Time- We are looking for an**_ Executive Assistant._**

**_This role will require being in the Toronto office a minimum of 3 days per week._**
- The Executive Assistant provides administrative support to the Senior Vice President, Legal, Canadian Operations, Vice-President & Associate General Counsel, Litigation and Vice-President & Associate General Counsel, Individual Wealth. This role will also assist certain other legal team members located in the Toronto office, as required. The incumbent must be detail oriented, proactive and adaptable, and be able to work independently in a fast-paced environment and to exercise discretion while managing confidential information.- Based in Toronto, this role is to ensure that the time and tasks of the Senior Vice President, Legal, Canadian Operations are well organized, planned and prioritized to optimize her efforts and to provide similar support for the Vice President & Associate General Counsel, Litigation and Vice-President & Associate General Counsel, Individual Wealth.- This role serves as the first point of contact, controlling activities to ensure they are organized and prioritized, and completed effectively and efficiently. The incumbent is responsible for organizing schedules and correspondence to ensure the smooth operation of the office of the Senior Vice President Legal, Canadian Operations, to independently follow-up on action items, maintain calendars, coordinate travel arrangements, maintain files, prepare correspondence and other presentation materials, prepare and act as a reviewer of expenses.**What you will do**:

- Complete a broad variety of administrative tasks including but not limited to: managing an active calendar of appointments; completing expense reports; arranging detailed travel plans, itineraries and agendas; and compiling documents for all meetings
- Determine priorities while dealing with conflicting deadlines in a fast-paced environment
- Evaluate and revise priorities & schedules when unexpected situations arise, using initiative, independent judgment and tact
- Assist in the coordination and preparation of presentations or events, internal meeting room setup, equipment, catering, etc.
- Represent the Senior Vice President, Legal, Canadian Operations when dealing with internal and external inquiries and visitors
- Assist in the preparation and distribution of correspondence, documentation, reports and presentations
- Update job knowledge by participating in educational opportunities and liaise with the internal and external executive administration community through effective teamwork and communication
- Coordinate and manage special projects, assignments and other duties as required
- General office duties including supplies and equipment maintenance
- Support visiting legal team members as required

**What you will bring**:

- Minimum 5 years+ experience in an executive support role
- Formal qualifications in business administration would be highly desirable
- Experience supporting a lawyer is preferred
- Exceptional calendar management skills, including coordinating travel arrangements
- Proven ability to provide regular support from a remote basis while executive(s) are travelling to other office locations
- Demonstrated strong organizational capabilities with the ability to handle multiple priorities from multiple executives and fluctuating workloads while adhering to strict deadlines
- Excellent decision-making, analytical and problem-solving skills
- Demonstrated customer service mindset
- Ability to build and manage trusting relationships with all business partners
- Excellent interpersonal and communication skills, both written and verbal
- Ability to effectively deal with all levels of management
- Demonstrated business professionalism, respect for confidentiality and appropriate handling of sensitive information
- Demonstrated business judgment, flexibility, initiative, creativity with a positive professional attitude and image
- Excellent oral and written communication skills
- Self-starter with the ability to work independently as well as part of a team
- Exceptional Microsoft Office Skills (Outlook, Word, PowerPoint, Excel) and ability to produce professional documents that communicate effectively
- The base salary for this position is between $43,800 - $ 72,900 annually. This represents base salary only and does not represent other variable compensation components of our total compensation ( i.e. annual bonus, commission etc). If you are selected to move forward in our recruitment process, your recruiter will be able to discuss additional details of our total rewards program with you.-
- Be your best at Canada Life- Being a part of Canada Life means you have a voice. This is a place where your unique background, perspectives and talents are valued, and shape our future success.- You can be your best here. You’re part of a diverse and inclusive workplace where yo

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