Executive Assistant

LOCATION: 199 Bay Street, Suite 4100, Toronto, Ontario, M5L 1L5

REPORTING TO: EXECUTIVE TEAM

Position Overview:
Navacord Inc. is seeking an Executive Assistant with previous experience supporting multiple Executives
to join our Canadian-owned brokerage, which consists of several insurance Broker Partners spanning
across Canada.
As an Executive Assistant with Navacord you will be responsible for handling a broad variety of clerical
administration, personal tasks, and event planning in an efficient and confidential manner for designated
members of our Executive team.

RESPONSIBILITIES:

Calendar Management:
  • Schedule internal and external meetings and conference calls for supported executives
  • Liaise with executive assistants to handle requests and queries from senior executives
  • Co-ordinate and book travel arrangements
Administration:
  • Type general correspondence and various documents (including, in some instances, large documents, copy typing and markup transcription and organizational charts, preparing fill and print Adobe forms and drafting simple correspondence) including Word Processing, PowerPoint, Visio and Excel worksheets, ensuring a high level of accuracy.
  • Prepare meeting materials for executives which could include PowerPoint presentations, memos, organization charts and other documents as needed
  • Act as delegate of supported executives for purposes of placing electronic signatures on documents requiring their signatures
  • Format documents, including, converting document formats, and fixing large document formatting issues
  • Scan documents as requested, often significant volumes in connection with large transactions
  • Prepare and submit expense forms
Personal Support:
  • Assist the Executives with a wide range of personal tasks and appointments as needed
Event Planning:
  • Understand requirements for each event to plan with attention to budget and time constraints
  • Research vendors (catering, decorators, musicians etc.) and choose the best combination of quality and cost
  • Negotiate with vendors to achieve the most favorable terms
 Office Management:
  • Arrange pass cards and greet any visitors to our office
  • Keep track of inventory of supplies and order when needed
  • Open, review and distribute daily mail as well as prepare and oversee mailings/couriers
  • Various office administrative tasks
REQUIREMENTS:
  • 7+ years of executive experience for high-profile executives
  • Demonstrated experience in organizing complex travel arrangements
  • Strong interpersonal skills with the ability to build effective working relationships with all levels of an organization and with external stakeholders
  • Diplomatic with ability to exercise confidentiality
  • Ability to prioritize conflicting needs; handles matter expeditiously, proactively, and follows-though on projects to successful completion, often with deadline pressures
  • Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
  • A proven track record of organizing successful events
  • Proficient in Microsoft Office Suite (Word, PowerPoint, Excel)

Navacord is actively committed to supporting diversity, equity, and inclusion. We serve and recognize and respect human differences and similarities. We value the diversity of people and actively encourage women, indigenous peoples, members of visible minorities, people with disabilities, and lesbian, gay, bisexual, transgender, and queer (LGBTQ2+) persons to apply.

Building The Great Canadian Brokerage

Navacord is a leading insurance and risk management brokerage created to keep the Canadian entrepreneurial spirit alive. Led by a passionate and engaged partnership group, Navacord Broker Partners are committed to the success of their clients by delivering expert advice in an increasingly complex world which allows them to face the future with confidence.

4th Largest Commercial Brokerage in Canada

2,000+ Employees

50,000+ Commercial Clients

~$500mm Revenue

60% Commercial Lines

25% Personal Lines

15% Benefits & Retirement

~$3 billion Annual Premium

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