• Job Description

  Req#: R-136981

  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're currently looking for an Executive Administrative Assistant to provide support to senior level VPs. This role serves as the primary point of contact and liaison for internal and external parties on all matters. You will organize and coordinate executive outreach and external relations efforts.

  In this position, you will have the opportunity to work independently on projects, from conception to completion, and should be capable of working towards timelines at times to handle a wide variety of activities and confidential matters with discretion.

  Does this sound like the right challenge for you?

  What you'll do:

  • Complete a broad wide range of administrative tasks including: running a very active calendar of appointments; completing expense reports and supervising budget spend; composing and preparing correspondence; arranging sophisticated and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.

  • Communicate directly, and on behalf of the VPs, with other senior leaders, brokers, external contacts, employees, and others, on matters related to the VP's programmatic initiatives.

  • Research, prioritize, and follow up on incoming issues and concerns, including those of a critical or confidential nature, and determine appropriate course of action, referral, or response and redirect when appropriate.

  • Provide a bridge for smooth communication between your leaders' office and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff.

  • Work closely and effectively with your leaders to keep them well informed of upcoming commitments and responsibilities, following up appropriately.

  • Build relationships crucial to the success of the organization, and handle various special projects for the VPs, some of which may have organizational impact.

  • Successfully complete critical aspects of results with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate your leaders' effectiveness.

  • Prioritize conflicting needs; handle matters expeditiously, proactively, and follow-through on projects to successful completion, often with a sense of urgency.

  • Participate in the development and implementation of secretarial/administrative standards, policies and practices for the organization.

  • Participate as an adjunct member of the leadership team including assisting in scheduling meetings and attending all meetings.

  • Assist in coordinating the agenda of senior management team meetings and off-sites, and all-staff meetings.

  What you'll bring:

  • Demonstrated ability (7-10 years) supporting senior leaders, preferably in a large organization

  • A passionate, focused on results and community oriented demeanour

  • Shown ability to exercise good judgment in a variety of situations, with strong written and verbal communication, a proactive approach, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities.

  • 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 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.

  #LI-AI1

• About the company

  We’re here to protect our 33 million customers from life’s unexpected twists and turns – freeing them from fear of uncertainty. We are one of only a few insurance companies in the world that can provide customers with life, general and health insurance, and asset management in one place – a composite insurer. And we have a unique competitive advantage. Whether we’re protecting them from everyday risks or helping them to save for the future, we put customers at the heart of all we do – creating a bright and sustainable future for our customers, employees and our communities.

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