Executive Assistant to Vice-President

Company: Sovereign

Department: Sovereign SET Operation

Employment Type: Regular Full-Time

Work Model: Hybrid

Language: This role operates in English.

We are a leading Canadian financial services co-operative committed to being a catalyst for a sustainable and resilient society and our team is essential to deliver on this strategy. That’s why we prioritize our people, to ensure we provide a strong culture and development opportunities which enables our team to thrive and to live our purpose. The best part is that you will work with people that care passionately about you, our clients, and our communities.

As the Executive Assistant you will be responsible for all coordination and executive support functions within the department. You will complete a full range of administrative tasks.

• Reviewing correspondence sent to the Vice President to determine urgency and managing schedules to ensure the most effective use of time.
• Assisting with the logistics, facilitation and scheduling of meetings and events, including technical support and the preparation of presentations.
• Completing various administrative tasks, including travel bookings, distributing mail, paying invoices, submitting and reviewing team expense reports, procedure documentation and ordering office supplies.
• Coordinating and completing all Human Resources administrative processes relating to the Vice President’s direct reports, including new hires, performance reviews, compensation and succession planning.
• Providing support services to the leadership team including scheduling meetings and recording minutes, creating, updating and maintaining document lists, following up with stakeholders, updating manuals and completing other tasks as required.

• You influence change and are committed to continuous improvement, in order to exceed client expectations.
• You leverage critical thinking skills to identify problems and proactively propose solutions.
• Your strong communication skills allow you to clearly convey messages.
• You’re an effective team player who shares knowledge to support your peers.

• You have 2-3 years of experience as an Executive Assistant or in a related role.
• You have post-secondary education in Business Administration, Communication, Finance or a related discipline.
• You have highly proficient skills with the Microsoft Office Suite, including Outlook, Word, Excel and PowerPoint.
• Having experience in the insurance industry and/or co-operative sectors is an asset.

• Strict confidentiality with respect to employee’s personal information and other sensitive or proprietary material.
• Extended work hours may be required.
• You will be subject to a Background check as a condition of employment, in the event you are the successful candidate.

• The opportunity to take on challenging work and contribute your expertise, creativity, and passion in meaningful ways.

• A comprehensive total rewards package, including competitive salary, bonus, paid time off, pension and benefits.

• A holistic approach to your well-being, with physical and mental health programs and flexible work options.

• The opportunity to work on an inclusive team who inspire each other to explore and achieve what’s possible.

• An organizational commitment to sustainability and charitable giving; positively impacting the social, environmental and economic well-being of Canadian businesses, families and communities.