Receptionist /Administrative Assistant

Aviva • Toronto, ON

1d • Hybrid

About The Position

Aviva Canada is seeking a professional, highly organized Receptionist & Administrative Assistant to support their Toronto office. This role serves as the first point of contact and provides high-level administrative support to GCS Underwriting and senior leaders. The position requires a strong sense of professionalism, maturity, tact, and discretion, along with an unwavering commitment to confidentiality. The individual will interact daily with senior executives, internal partners, and external stakeholders, playing a key role in the smooth operation of the office. This role will be an on-site opportunity in their First Canadian Place location at 100 King St. W, Toronto, Ontario.

Requirements

• Post-secondary certificate in Business or Administration, or equivalent experience
• 3+ years of administrative/reception experience (insurance or brokerage environment preferred)
• Strong communication skills with a diplomatic, client-focused approach
• Ability to process and analyze financial transactions
• Excellent customer service and stakeholder management skills
• Proven ability to work independently, prioritize tasks, and meet deadlines under pressure
• Strong organizational, problem-solving, and teamwork skills
• Highly collaborative team player
• Proficiency in Microsoft Office, particularly Excel and PowerPoint

Responsibilities

• Serve as the first point of contact; manage calls, emails, and visitor experience with professionalism
• Welcome guests, manage visitor logs/badges, and support a high-quality office environment
• Handle mail, couriers, office supplies, and onboarding coordination
• Liaise with building services, housekeeping, and vendors
• Support meetings with room setup, catering, and AV coordination
• Manage senior leader calendars, meetings, and travel logistics
• Coordinate meeting bookings, communications, and materials
• Screen and route correspondence with tact and confidentiality
• Prepare presentations, maintain files, and process expense reports
• Support team communications, directories, and special projects
• Ensure timely handling of documents, including mail scanning and fax distribution
• Support Underwriting and Claims tasks as required

Benefits

• Eligibility for annual bonus
• Retirement savings
• Share plan
• Health benefits
• Personal wellness
• Volunteer opportunities
• Outstanding career development opportunities
• Professional development education support
• Competitive vacation package with the option to purchase 5 extra days off per year
• Corporate wellness programs

What This Job Offers

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