Executive Support Specialist

4 weeks ago

Winnipeg, Manitoba, Canada Wawanesa Insurance Full time

Job Overview

The Lead Executive Assistant delivers high-level administrative support to the Senior Vice President, Chief Insurance & Technology Officer, while exercising sound judgment, maintaining confidentiality, and ensuring a professional image of the organization.

Key Responsibilities

  • Efficiently manages the SVP's calendar by scheduling and prioritizing meetings, addressing potential conflicts, and monitoring deadlines, effectively balancing complex scheduling and coordination challenges.
  • Prepares and compiles essential documents, presentations, reports, and statistics, including conducting research on behalf of the executive, ensuring timely completion of materials.
  • Organizes meetings by preparing agendas, compiling and distributing necessary documents in advance, inviting both internal and external participants, arranging catering, and managing AV equipment needs.
  • Establishes and maintains organized, confidential electronic and paper filing systems to ensure information is up-to-date and easily accessible.
  • Engages with senior external stakeholders, including board members and professional association leaders, as well as internal executive team members.
  • Manages and prioritizes document preparation and incoming correspondence, including email management, while handling highly confidential information with discretion.
  • Provides guidance to the direct reports of SVPs to ensure timely completion of tasks, such as gathering data for reports.
  • Exercises proxy authority for SVPs across various processes and technology tools, including staff transactions and expense approvals.
  • Coordinates and oversees departmental meetings and team events.
  • Prepares meeting agendas, documents action items, and follows up to ensure completion of tasks.
  • Offers backup support to other Senior Executive Assistants as needed.
  • Conducts research and generates reports on various topics based on the SVP's requirements.
  • Regularly meets with other members of the Senior EA team to foster collaboration, address challenges, and enhance service delivery to the SVP.
  • Prepares and formats various types of correspondence for internal and external communication.
  • Coordinates travel arrangements and ensures compliance with expense submission guidelines.
  • Records, transcribes, and distributes meeting minutes, while following up on action items.
  • Collaborates with peers, business partners, and leaders' direct reports to support strategic initiatives as needed.
  • Streamlines and documents processes to enhance operational efficiencies.
  • Performs other duties and projects as assigned in support of executive functions.

Qualifications

  • Minimum of 5 years' experience in a senior executive support capacity.
  • Relevant post-secondary education is strongly preferred.
  • Proficient general computer skills with basic IT troubleshooting capabilities.
  • Strong skills in MS Office, including Word, Excel, and PowerPoint.
  • Ability to maintain a high level of discretion when handling sensitive information.
  • Excellent verbal and written communication skills, with a proven ability to interact with all levels of internal and external stakeholders.
  • Strong organizational skills with the ability to prioritize tasks and manage time effectively.
  • Capability to manage multiple projects and assignments simultaneously, adjusting priorities as necessary.
  • Attention to detail and thoroughness in completing work accurately.
  • Familiarity with the Property & Casualty insurance sector is considered an asset.

Diversity, Equity, Inclusion & Belonging

Wawanesa is an equal opportunity employer committed to fostering a diverse workforce that is equitable and inclusive for all. We provide equal employment opportunities to all employees and applicants without regard to any individual's protected status. Accommodations related to disability or medical needs are available upon request throughout the recruitment and selection process.

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