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Executive Assistant

4 weeks ago

Welland, Canada Billyard Insurance Group Inc Full time

**Executive Assistant**:
hybrid
38 East Main Street, Welland, Ontario, Canada, L3B 3W3
full-time. February 6, 2025

Description

Billyard Insurance Group (BIG) is a leader in the insurance industry, dedicated to building a culture that reflects our core values. At BIG, we _Think BIG_ by exceeding expectations and creating lasting value for our clients, industry, and communities. We _Act with Integrity_ by upholding honesty, transparency, and respect in everything we do. Our clients are at the center of our decisions as we embrace a _Client First, Always_ mindset. We believe in the power of teamwork to _Achieve More Together_, combining strengths to deliver meaningful solutions. Finally, we _Innovate with Purpose_ by leading the digital insurance revolution, consistently driving quality, enhancing client service, and empowering brokers.

With over 80 locations across Canada and recognition as one of Canada’s Top Growing Companies, BIG is shaping the future of insurance. Join us as we continue to redefine the industry with innovation, collaboration, and excellence.

**What does the Executive Assistant do?**
- ** Managing CEO’s Schedule**: Oversee and coordinate the CEO’s calendar, ensuring optimal time management & alignment with business priorities. Supports the CEO’s productivity & ensures timely completion of critical tasks.
- ** Delegating Incoming Requests**: Evaluate and prioritize incoming requests for the CEO, directing them to the appropriate departments. This ensures efficient workflow and enhances decision-making processes across the organization.
- ** Task Management**: Proactively manage and complete tasks, projects, and assignments as directed by the CEO, ensuring high-quality execution and timely delivery.
- ** Meeting Coordination**: Organize and coordinate internal and external meetings for the CEO, including cross-departmental meetings, with attention to logistics, preparation, and follow-up. This enhances collaboration and supports efficient decision-making across teams.
- ** Travel Arrangements**: Book and coordinate travel for the CEO, including flights, accommodations, and transportation, ensuring a seamless travel experience for business-related trips within Ontario, Canada, and internationally.
- ** Confidentiality Maintenance**: Handle sensitive information with the highest level of confidentiality, ensuring discretion and trust in all communication and documentation related to the CEO’s activities.
- ** Liaison Between Departments**: Act as a liaison between the CEO and all departments, ensuring clear communication and timely response to requests or inquiries, thus fostering a collaborative and efficient work environment.
- ** Calendar and Deadline Management**: Ensure that all appointments, meetings, and deadlines are managed efficiently, minimizing scheduling conflicts and ensuring that all priorities are met.
- ** File and Document Management**: Maintain organized and accessible records of documents, presentations, and reports relevant to the CEO’s work, ensuring easy retrieval and confidentiality.
- ** Support for Strategic Projects**: Provide administrative support for strategic initiatives led by the CEO’s Business Manager, ensuring timelines are met and all necessary resources are in place to execute the projects successfully.
- ** Relationship Management**: Build and maintain strong relationships with key internal and external stakeholders, fostering collaboration and supporting the CEO’s networking efforts.
- ** Operational Report Creation**: Prepare operational reports for the CEO, utilizing internal data to produce clear, concise, and actionable insights. These reports support data-driven decision-making at the senior executive level.
- ** Presentation Development**: Assist in the creation of operational presentations for the CEO, including gathering relevant data, creating slides, and ensuring the presentation meets the needs of internal and external stakeholders.
- ** Personal Errands**: Schedule personal appointments and manage personal errands for the CEO, ensuring all personal tasks are completed efficiently and effectively.
- ** Property Management**: Arrange for property management services, including maintenance, repairs, and other related tasks to ensure the CEO’s properties are well-maintained.

**Does this sound like you?**
- Ability to manage complex schedules and prioritize tasks effectively to support executive needs.
- Clear, professional verbal and written communication skills, maintaining clarity and accuracy in all correspondence.
- Experience in managing and organizing confidential documents, ensuring both security and easy access.
- Ability to generate insightful, operational reports from data, with proficiency in Microsoft Excel and other data visualization tools.
- Ability to design and produce compelling presentations using PowerPoint, focusing on clarity and alignment with operational goals.
- Expertise in booking and coordinating complex travel ar