Executive Assistant

Hybrid-Remote / Permanent / Full-time / Oakville, ON or Brossard, QC
 

The Executive Assistant will be fully bilingual and report to the SVP Dealer Services, be responsible for providing direct support to the SVP and other VPs in DS. This is a full-time position located in Oakville, or Quebec, though workplace flexibility will allow the role to be performed primarily from home as an option.

Key responsibilities

As the Executive Assistant to the SVP, you will actively coordinate at a national level, several administrative functions and reporting requirements. 

These responsibilities include:

• Managing the calendar and email of the SVP;

• Maintaining and updating a list and schedule of recurrent committee meetings;

• Making travel arrangements for the SVP and other VPs;

• Scheduling management, expense reporting, and other ad hoc reporting;

• Managing the new employee townhalls;

• Managing meeting requests from the directors with the Executive Team;

• Attending meetings with the SVP and taking note of takeaways;

• Distribution of executive communications;

• Maintaining Organizational charts, DMS, distribution lists;

• Participating with planning of gatherings and on or off-site business meetings with Human Resources and Marketing teams;

• Coordinating quarterly VPP Town Halls, Strategy Sessions;

• Maintaining a vacation calendar for the Exec team;

• Maintain the OneNote developed for all exec team;

• Direct and active involvement in the development of documents, notably Power Point presentations, with respect to leadership meetings and strategy sessions;

• Collaborate with assistants in other Lines of Business across iA;

• Facilitate security requests, work in collaboration with the teams of WFA, Yammer, Newsletter, Satellite offices;

• Assist with other projects as required.

Qualifications

• Organizational and time management skills with the ability to manage multiple priorities and deadlines.

• Attention to detail

• Work independently and exercise judgement and discretion to make decisions

• Proficiency with Teams, Excel, Word, Power Point, SharePoint, Outlook, and Onenote applications.

• Bilingual, excellent verbal and written communication skills in both French and English.

• Professionalism and absolute commitment to maintaining confidentiality.

Come join a flexible and inclusive work environment that offers a great work-life balance and competitive benefits!