Executive Assistant/office Administrator

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 looking for a positive and resourceful Executive Assistant (EA) who will provide support. You will report directly to the VP Transformation of Aviva Canada. In addition, the EA will contribute collaborative administrative support to:

- Vice President, Test Engineering
- Vice President, Enterprise Delivery
- Vice President, Information Security
- Vice President, IT Service
- Vice President, Data Science
- Vice President, IT Transformation
- Vice President, Infrastructure

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

EA RESPONSIBILITIES

Completes a broad and wide range of administrative tasks for the IT VPs or 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.
- 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.

Outputs

Key Deliverable:

- You will have the ability to deploy your outstanding communication and influencing skills to foster a smooth, efficient, energetic environment.

What you’ll bring

EDUCATION
- Related University Degree, College Diploma or equivalent experience.

Experience
- At least 5+ years of experience supporting senior executives, preferably in a large organization.

Knowledge, skills & abilities
- Pro-Active, results-driven and community oriented.
- Excellent ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities.
- Experience handling highly confidential and sensitive information.
- Organizational skills, ability to work independently with little direction, proactive in anticipating needs.
- You are an independent worker, resourceful, proactive and a strives solution oriented, looking for ways to value and assist the team.
- Ability to work well under pressure in a fast-moving, dynamic environment.
- Ability to manage conflicts independently with maturity and confidence.
- Strong proficiency in Microsoft Office programs (Word, Excel, PowerPoint)

What you’ll get
- Competitive 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.

Additional Information