Administrative Assistant, Executive Projects

Navacord is one of Canada's largest insurance, group benefits and pension providers. Our goal is to provide our clients with expert advice in risk management, employee wellbeing and insurance. With multiple locations across Canada, we take pride in our ability to attract exceptional talent and build top performing teams who deliver the best results for our clients. Navacord invests time to understand our clients, reducing their total cost of risk, and helping them build stronger organizations.

THE ROLE

The Administrative Assistant, Executive Projects & Strategy role is responsible for managing the executive calendars and completing a variety of administrative tasks as required by the Manager.

We are seeking a highly skilled and passionate administrative professional with a strong commitment to discretion and confidentiality. The ideal candidate will skillfully manage their workflow amidst competing priorities while upholding a high level of service quality and professionalism. This individual will consistently deliver exceptional, high-end results on schedule, demonstrating meticulous attention to detail and exceptional organizational skills. They will also provide outstanding client service, to both internal and external stakeholders, while maintaining a high degree of diplomacy and professionalism in all interactions.

You are a Specialist:

• You are an attentive problem solver who takes your work seriously.
• You can identify and address issues at a faster-than-average pace, striving to develop high levels of expertise and efficiency.
• You may be reserved and serious, concerned most with the accuracy and quality of your work.
• You are dutiful, self-disciplined, and dedicated to your role and organization.

WHAT YOU'LL DO:

Under direct supervision and direction of the Manager, Executive Projects and Strategy, you will;

Calendar & Communication Management

• Coordinate and manage the executive team's schedules, including meetings, appointments, and travel arrangements;
• Prioritize conflicting demands, resolve scheduling conflicts, and ensure timely attendance to appointments;
• Proactively look for areas where you can improve efficiencies and reduce duplication of work for the executive team;
• Act as a liaison between the executive team and internal/external stakeholders, including clients, partners, and team member;
• Arrange and prepare materials for meetings, including agendas, presentations, and follow-up actions;
• Attend meetings, take minutes, and distribute notes to relevant parties as necessary.
• Assist with special projects, research initiatives, and ad-hoc assignments as directed by the Manager;
• Maintain project timelines, track progress, and provide regular updates to ensure objectives are met;

Administrative Support

• Provide administrative assistance such as drafting correspondence, preparing presentations, and organizing documents;
• Handle expense reports, invoices, and other financial documents with attention to detail and accuracy;
• Handle monthly expense reports and reconcile corporate Mastercard statements, with guidance from Finance;
• Purchase life event gifts and order flowers;

Confidentiality

• Handle sensitive information with the utmost confidentiality and discretion;
• Maintain a high level of professionalism and integrity in all interactions and communications;
• Handle personal and financial information with the highest level of confidentiality;
• Other duties are required.

WHAT WE REQUIRE:

• Post-Secondary Diploma and/or Degree in Business Administration preferred;
• Ability to work from various locations as well as remotely with others;
• 2+ years of senior administrative experience, experience supporting multiple executives considered an asset;
• Previous experience in the insurance industry considered an asset;
• Demonstrated strong organizational and time management skills, with exceptional attention to detail and the ability to work independently with minimal guidance;
• Uphold a polished professional appearance, exhibit diplomacy, and maintain a respectful and courteous demeanor;
• Able to work well under pressure, meet set deadlines and comfortably change priorities when required;
• High level of proficiency with Microsoft Office including MS Word, Excel, PowerPoint, Outlook and OneNote.

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.