Bilingual Executive Assistant & Technician, Administration and Project Management

Sector: Investments / Toronto / Bilinguism (French-English) / Permanent position / Hybrid Working Model but able to work in office (26 Wellington) in agreement with EVP

iAGAM is the investment arm of iA Financial Group (iAFG), one of Canada’s oldest and largest financial services firms. Being an integral part of the iAFG family, a solid institution with a long-term vision, provides us with the leverage we need to build innovative and high-performing investment solutions for our clients, while our collaborative culture translates into unparalleled proximity and service quality. In other words, we are big enough to matter, but small enough to care. We are known for our successful and long track record, our independent and insightful market perspectives, and our team of performance-driven investment professionals. “iAGAM” and “iA Global Asset Management” are tradenames and trademarks under which Industrial Alliance Investment Management Inc. and iA Global Asset Management Inc. operate.

Opportunity

Are you a highly organized and detail-oriented professional with a passion for providing top-tier executive support? We are seeking a bilingual Executive Assistant to play a pivotal role in optimizing and enhancing the productivity of our CEO of iA Global Asset Management. In this role, you will provide seamless administrative support and act as the primary liaison for a wide variety of internal and external stakeholders on diverse matters.

The ideal candidate will exercise good judgment in a variety of situations, possess strong French and English communication skills (oral and written), and demonstrate exceptional organizational abilities. This role requires the ability to maintain multiple priorities, manage tasks simultaneously, and pay meticulous attention to detail. Demonstrated track record as an efficient executive assistant of a time-pressured executive in the financial sector is preferred, along with knowledge of project management practices and coordination techniques. The Executive Assistant will handle a wide variety of activities and confidential matters with discretion.

 Key Responsibilities:

• Central point of contact: Efficiently manage the EVP's calendar, coordinate travel arrangements, prioritize and respond to inquiries and requests, handle correspondence, and oversee email management, including drafting emails on behalf of the EVP.
• Adapt and prioritize: Multi-task and prioritize shifting priorities based on daily and weekly requirements, applying sound business acumen and judgment.
• Meeting support: Capture actions from internal meetings, support documentation, and follow up on next steps.
• Preparation and organization: Anticipate, prepare, and organize materials for conferences and meetings; track upcoming board and investment committee meetings, and gather briefing information for vice presidents and managing directors.
• Document production: Produce presentation decks, materials, and other documents using MS Word, Excel, and PowerPoint.
• Internal coordination: Liaise with other internal teams to ensure coordination of meetings, reporting, and related activities.
• Process improvement: Recommend best practices for managing administrative and operational aspects, and revise processes as needed.
• File and database management: Develop and maintain files and systems for processing and storing confidential information.
• Event management: Prepare and manage virtual and in-person events for the entire department, coordinating presenters, dry-runs, IT concerns, animation, live translation resources, and follow-up feedback. Ensure events are recorded (or not) and confidentiality measures are respected.
• Support functions: Provide support to the Talent and Finance functions, such as onboarding new employees and processing expense reports.
• Collaboration: Collaborate with other executive assistants within the sector on special assignments, be seen as an integral team player.
• Committee participation: Participate in committees.

Desired profile:

• Judgment and decision-making: Strong judgment and decision-making skills in a variety of situations.
• Bilingual excellence: Excellent communication skills in both French and English (oral and written).
• Organizational prowess: Exceptional administrative and organizational skills.
• Multitasking mastery: Ability to manage multiple tasks simultaneously under pressure.
• Team player mindset: Must be able to influence through cultivation of trusted relationships, and displaying appropriate discretion.
• Well-developed communication skills : Both written and oral and able to take the initiative to respond intuitively in an appropriate and timely manner.
• Positive outlook: Contributing to a collaborative work environment.

Education and Experience Requirements

• Minimum of four to seven years' executive administrative experience combined with the completion of a relevant office administration or general business post-secondary education. Bachelor’s degree is an asset.
• Highly proficient in Microsoft Outlook, Word, Excel, PowerPoint, Internet and exposure to AI tools such as Co-pilot or Chat GPT

Join us and be part of a dynamic team where your contributions will make a significant impact. If you thrive in a fast-paced environment and are ready to take on a challenging and rewarding role, we would love to hear from you!

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