Assistant, Business

Definity Insurance Company • Toronto, ON

27d • CA$51,300 - CA$94,400

About The Position

The Business Assistant is responsible for all coordination and executive support functions for a group of Vice Presidents within the Human Resources and Talent organization at Definity (including HR Operations, HR Business Partners, Enterprise Change Enablement, Talent & Culture, and HR Integration). This role also provides a full range of administrative support to the broader HR, Talent Acquisition, and Culture teams.

Requirements

• University degree or college diploma in Business/Office Administration, Human Resources, or a relevant discipline.
• 3-5 years of experience supporting multiple senior-level leaders in an executive assistant or business assistant capacity, ideally within an HR, People & Culture, or corporate strategy environment.
• Proven ability to handle a wide variety of activities and highly confidential and sensitive organizational matters with sound judgment and independence.
• Strong time management skills with the ability to maintain balance among competing priorities from multiple VPs.
• Shows professionalism in all interactions with internal stakeholders and external partners.
• Strong written and verbal communication skills.
• Meticulous administrative and organizational capabilities.
• Demonstrated advanced proficiency in Microsoft Office applications (Outlook, Word, Excel, and PowerPoint), Adobe Acrobat, and Oracle HCM.

Responsibilities

• Manage the VPs' calendars and inboxes, coordinating internal and external meetings.
• Actively manage and resolve conflicting priorities across multiple executives while ensuring necessary resources are booked.
• Coordinate and manage light travel itineraries, flight and hotel bookings, and ground transportation for the VPs.
• Prepare, compile, and submit travel-related expenses and corporate invoices in a timely and accurate manner.
• Ensure that highly sensitive, proprietary, and confidential HR information is handled with discretion and released only to authorized individuals.
• Plan and coordinate events for the HR team.
• Handle all venue, catering, and technical support arrangements for events.
• Monitor monthly reports and track expenses for various HR initiatives, following up on discrepancies when necessary.
• Review all direct report expense reports for accuracy and policy compliance prior to leader approval.

What This Job Offers

• Job Type: Full-time
• Career Level: Senior
• Education Level: Associate degree