Executive Assistant

2 weeks ago

Toronto, Canada Navacord Full time

**WE OFFER**:

- Great learning and growth opportunities
- Hybrid remote work flexibility
- 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

**POSITION OVERVIEW**

Navacord Inc. is seeking an Executive Assistant with previous experience supporting multiple Executives to join our Canadian-owned brokerage, which consists of several insurance broker partners spanning across Canada.

As an Executive Assistant with Navacord you will be responsible for handling a broad variety of clerical administration, personal tasks, and event planning in an efficient and confidential manner for designated members of our Executive team.

**RESPONSIBILITIES**:
**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

**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 could include 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
- Scan documents as requested, often significant volumes in connection with large transactions
- Prepare and submit expense forms

**Personal Support**:

- Assist the Executives with a wide range of personal tasks and appointments as needed

**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

**Office Management**:

- Arrange pass cards and greet any visitors to our office
- Keep track of inventory of supplies and order when needed
- 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
- Demonstrated experience in organizing complex travel arrangements
- 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
- Proficient in Microsoft Office Suite (Word, PowerPoint, Excel)
- Navacord is actively committed to supporting 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._

Schedule:

- Monday to Friday

Application question(s):

- Do you have experience supporting multiple Executives as an Executive Assistant?

Work Location: One location

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