Executive Assistant

Professional Development Courses & Designations
100% tuition re-imbursement for business relevant courses and training
Vary days - including a day off for your birthday
OVERVIEW:
Navacord is seeking an Executive Assistant with previous experience supporting multiple high performing Executives to join our Canadian-owned insurance brokerage, which consists of broker partners coast to coast. This role will support the Chief Financial Officer and SVP, Capital Markets and Corporate Strategy.
RESPONSIBILITIES:
Administration
Type general correspondence and various documents (including, in some instances, large documents, copy typing and markup transcription and organizational charts, preparing fill and print Adobe forms and drafting simple correspondence) including Word Processing, PowerPoint, Visio and Excel worksheets, ensuring a high level of accuracy.
Prepare meeting materials for executives which includes PowerPoint presentations, memos, organization charts and other documents as needed
Act as delegate of supported executives for purposes of placing electronic signatures on documents requiring their signatures
Format documents, including, converting document formats, and fixing large document formatting issues
Prepare and submit expense forms
Manage OneNote filing system for CFO and SVP
Process all office related invoices
Calendar Management
Schedule internal and external meetings and conference calls for supported executives
Liaise with executive assistants to handle requests and queries from senior executives
Co-ordinate and book travel arrangements
Personal Support
Integrate CFO and SVP's family life with their work schedule to ensure work life balance in each work week
Provide support to the CFO's direct reports as required
Act as back-up support to EA team during vacations
Event Planning
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
Negotiate with vendors to achieve the most favorable terms
Plan CFO team building events
Office Management
Manage all permanent pass cards for full time employees
Coordinate visitor pass cards for all visiting guests
Keep track of inventory of office supplies and order as required
Liaise with landlord for all service-related requests
Open, review and distribute daily mail as well as prepare and oversee mailings/couriers
Various office administrative tasks
REQUIREMENTS:
7+ years of executive experience for high-profile executives
This is a fully in-office position and requires the employee to commute to the Toronto, Navacord office Monday through Friday
Demonstrated experience in organizing complex travel arrangements
Advanced skillset in Microsoft Office
Advanced skillset in creating and editing PowerPoint Presentations with various charts and graphs
Strong interpersonal skills with the ability to build effective working relationships with all levels of an organization and with external stakeholders
Diplomatic with ability to exercise confidentiality
Ability to prioritize conflicting needs; handles matter expeditiously, proactively, and follows-though on projects to successful completion, often with deadline pressures
Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
A proven track record of organizing successful events
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.
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