Executive Assistant

3 weeks ago

Markham, Canada Aviva Full time

Individually we are people, but together we are Aviva. Individually these are just words, but together they are our Values - Care, Commitment, Community, and Confidence.

We are currently looking out for an Executive Assistant to support one of our Leaders. This role will provide administrative and secretarial services to ensure efficient functioning of the department and be responsible for the administrative needs of the Head of Underwriting as well as the Evgueni Venkov
- VP Street Pricing and Nick Nelson-VP Direct Marketing Owner.

The EA performs highly diverse administrative and project focused duties, which by nature of the position involves high level contacts and exposure to confidential material necessitating the use of tact, diplomacy, discretion and judgment. You have outstanding skills in managing internal and external relationships, working proficiently with senior executives, and external customers. You will also have efficient expertise in prioritizing and multi-tasking, as well as the ability to remain balanced, poised and focused in a fast-paced working environment.

This is an ideal position for a forward-thinking and dedicated, career EA with outstanding communication skills, who works well under pressure, is motivated and is passionate about delivering strategic value and wants to be part of a dynamic, fast-paced team and embraces a collaborative environment.

Does this sound like you?

What you’ll do

Completes a broad and wide range of administrative tasks for the Head of Underwriting and their team including but not limited to:

- Managing calendars and appointments.
- Processing iExpense reports and processing all invoices.
- Arranging sophisticated and detailed travel plans, itineraries, and agendas including compiling agenda and documents for travel-related meetings and prioritizing travel arrangements and accommodations.
- Assisting in the onboarding of New Hires efficiently. Anticipating technology requirements that will facilitate their effectiveness. Also, assisting with the processing of termination tickets.
- Communicates collaboratively and directly with those inside and outside the organization on behalf of the team, always acting with balanced professionalism and integrity.
- Works closely and efficiently with the team to keep them well informed of upcoming commitments and responsibilities and following up appropriately and efficiently.
- Available to provide administrative support on any ad hoc requests that may be of confidential and time-sensitive in nature.
- Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
- Assisting in coordinating team meetings and off-sites, and staff meetings including Facility requests and IT for A/V equipment
- Available to assume any additional responsibilities within the scope of the position as may be assigned by the VPs from time to time.
- Backup support for the Chief Information Officer.
- Ensure prompt updating and accuracy of branch material including organization charts, broker contact sheet and phone directories as well as submitting request for new/departing employees.
- Tracking an ordering of any office supplies
- Provide NEO booking, Oracle Expense and KIOSK system training when needed
- Updating Business Continuity Plan when needed
- Preparing meeting materials as the need arises (e.g. agendas / updating presentations and slides)
- Collaborating with other Administrative / Executive Assistants across Aviva to coordinate activities and share knowledge as needed.

What you’ll bring
- Related University Degree, College Diploma or equivalent experience.
- 6+ years related administrative experience supporting Executives
- Strong written and verbal communication skills
- Highly Proficient in MS Office (Word, Excel, Powerpoint)
- Professional, friendly, courteous and highly motivated
- Ability to maintain a high level of accuracy and confidentiality, meeting time sensitive deadlines and multi-tasking
- Strong analytical abilities an asset

What you’ll get
- Compelling rewards package including base compensation, eligibility for annual bonus, retirement savings, share plan, health benefits, personal wellness, and volunteer opportunities.
- Exceptional Career Development opportunities.
- We’ll support your professional development education.
- Competitive vacation package starting at 4 weeks with the option to purchase 5 extra days off per year
- Employee driven programs focused on gender, LGBTQ+, origins, diversity and inclusion
- Corporate wellness programs to support our employees’ physical and mental health
- Hybrid flexible work model

Aviva Canada has an accommodation process in place to provide accommodations for employees with disabilities. If upon commencement of employment, you require a specific accommodation because of a disability, please contact your Talent Acquisition Partner so that an appropriate a

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