Administrative Assistant

The branch administrator 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 the leadership team, 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 individual who has 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

Complete a broad and wide range of administrative tasks for the Head of Underwriting and 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.
• 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 including Facility requests and communicate with IT for A / V equipment
• Available to assume any additional responsibilities within the scope of the position as may be assigned by the AVPs from time to time.
• Ensure prompt updating and accuracy of branch material including organization charts, broker contact sheet and phone directories as well as submitting request for new / departing employees.
• Tracking an ordering of any office supplies
• Provide NEO booking, Oracle Expense and KIOSK system training when needed
• Updating Business Continuity Plan when needed
• Preparing meeting materials as the need arises (e.g. agendas / updating presentations and slides)
• Submitting IT requests and offer assistance including sanctioning and issue resolution and keeping the group e-mail addresses for branch up-to-date
• Collaborating with other Administrative / Executive Assistants across Aviva to coordinate activities and share knowledge as needed.
• Receive incoming and send out outgoing ICS / mail deliveries and determine what department will receive incoming documents / packages.
• Key branch contact for maintaining order in the office environment and addressing building directives, inquires and concerns
• Maintain and enforce expectations set out by Aviva Head Office security team

What you’ll bring

• Related University Degree, College Diploma or equivalent experience.
• 6+ years related administrative experience supporting leadership team
• Strong written and verbal communication skills
• Highly Proficient in MS Office (Word, Excel, Powerpoint)
• Professional, friendly, courteous and highly motivated
• Ability to maintain a high level of accuracy and confidentiality, meeting time sensitive deadlines and multi-tasking
• Strong analytical abilities an asset

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

Additional Information :

Aviva Canada is committed to providing accommodations for people with disabilities during all phases of the hiring process including the application process.

If you require an accommodation because of a disability, we will work with you to meet your needs. Applicants need to make their needs known in advance.

If you are selected for an interview and require an accommodation, you are encouraged to advise the Talent Acquisition Partner who will consult with you to determine an appropriate accommodation.