Executive Assistant

2 weeks ago

Toronto, Canada Canada Life Assurance Company Full time

**Job Description**:
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. This role will also assist the Vice President & Associate General Counsel, Litigation and 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.

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 involving external venues, or 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

Great-West Lifeco Inc. is a leading international financial services holding company headquartered in Canada with interests in life insurance, health insurance, retirement and investment services, asset management, and reinsurance businesses. It operates in Canada, the United States, and Europe under the brands: Canada Life, Canada Life Germany, Canada Life UK, Canada Life Reinsurance, Empower Retirement, Putnam Investments and Irish Life.

In Canada, Great-West Lifeco operates under the Canada Life brand, offering a broad portfolio of financial and benefit plan solutions and serves the financial security needs of more than 12 million customers. Globally our combined companies have approximately 24,500 employees, 205,000 advisor relationships, and thousands of distribution partners - all serving more t

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