Executive Assistant

WE OFFER:

• Great learning and growth opportunities
• 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 is seeking a highly organized, proactive, and creative Executive Assistant to support our Chief People Officer (CPO). This role is ideal for someone who thrives in a fast-paced environment, enjoys being in office with colleagues while managing multiple priorities, and brings strong creative PowerPoint skills, project coordination, excel and communication skills to the table.

RESPONSIBILITIES:

Administration

• Coordinate logistics for C-Suite Executive meetings, including preparing materials such as advanced PowerPoint presentations, and organizational charts & spreadsheets.
• Prepare, format, and deliver board-level HR reports and presentations using advanced Excel and PowerPoint skills.
• Create, update, and present HR-related materials, including training decks, policy updates, and organizational communications.
• Run reports and prepare summaries of workforce data for Executive Leadership Team meetings and HR Executive meetings.
• Take ownership of One Culture Committee activities, including agenda creation, meeting facilitation, and documentation of outcomes.
• Provide comprehensive HR assistance, supporting all aspects of the Chief People Officer's initiatives and HR programs.
• Organize, coordinate, and actively participate in HR and One Culture Committee meetings, ensuring seamless logistics and effective communication.
• Collaborate with committee members to drive engagement and support the development of a unified organizational culture.
• Handle confidential information with discretion and professionalism.

Meeting & Event Coordination

• Attend prospect meetings, capture detailed notes, and synthesize key takeaways for executive review and follow-up.
• Assist in planning HR-related events, town halls, and leadership offsites.
• 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.

Personal Support

• Assist the CPO with a wide range of personal tasks and appointments as needed.

Calendar Management

• Schedule internal and external meetings and conference calls for the CPO.
• Liaise with executive assistants to handle requests and queries from senior executives.
• Coordinate and book travel arrangements.

Office Management

• Arrange passcards and greet any visitors to our office.
• Open, review and distribute daily mail as well as prepare and oversee mailings/couriers.
• Various office administrative tasks.

REQUIREMENTS:

• 7+ years of assistant experience for high-profile executives
• Previous experience working within the insurance industry is an asset
• Excellent communication (verbal and written) skills with a strong attention to detail
• Diplomatic with ability to exercise confidentiality
• Exceptional organizational skills, attention to detail, and ability to manage multiple priorities in a fast-paced environment.
• Ability to work independently and as part of a team, with a strong sense of initiative and accountability
• Advanced proficiency in PowerPoint (designing executive-level presentations) & Microsoft Excel (pivot tables, charts, formulas) and is required.
• Strong project management skills with the ability to manage multiple priorities and deadlines.
• Demonstrated experience preparing board reports and executive presentations.
• Strong note-taking and synthesis skills, with the ability to distill complex meeting discussions into actionable summaries.

Navacord is actively committed to support 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. We are committed to providing accommodation upon request for applicants and employees with disabilities. If you require accommodation, we will work with you to meet your needs.