Executive Assistant

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 AVP, IT Strategic Initiatives of Aviva Canada.

This position will be responsible for administrative support or at least 4 Vice Presidents across IT and other areas of the business as well as contributing to collaborative administrative support to the broader IT Senior Leadership Team.

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

Managing calendars and appointments

Processing expense 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.

Support the coordination and consolidation of ad hoc department reporting where required

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 management team from time to time.

Backup support for the Chief Information Officer (CIO) and other senior members of the IT & other business leadership teams

What you’ll bring

Related University Degree, College Diploma or equivalent experience.

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

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 :

Compelling rewards package including base compensation, eligibility for annual bonus, retirement savings, share plan, health benefits, personal wellness, and volunteer opportunities.

Outstanding Career Development opportunities.

We’ll support your professional development education.

Competitive vacation package with the option to purchase 5 extra days off per year

Employee driven programs focused on gender, LGBTQ+, origins, diversity and inclusion

Corporate wellness programs to support our employees’ physical and mental health

Hybrid flexible work model

Aviva Canada has an accommodation process in place to provide accommodations for employees with disabilities. If upon commencement of employment you require a specific accommodation because of a disability, please contact your Talent Acquisition Partner so that an appropriate accommodation can be arranged.

This process applies throughout your career with Aviva Canada.