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About the Role

We are looking for an Executive Assistant I to join our growing team! This role will provide comprehensive administrative support to two Vice Presidents and the broader team, ensuring smooth operations and efficient execution of various tasks.

Responsibilities

• Provide support to two Vice Presidents, including managing their calendar, making travel arrangements, scheduling and attending meetings to record minutes, completing and filing expense reports, and writing correspondence.
• Support the entire team by filing confidential employee documents, arranging hospitality services, preparing team meeting agendas, preparing document packages for meetings, tracking timesheets, ordering supplies, maintaining inventory/equipment, and distributing mail.
• Set up project meeting invitations, room reservations, and equipment, and publish meeting agendas.
• Provide ongoing technical support to the team, including onboarding assistance to new employees, by leveraging technical knowledge of systems and software.
• Actively participate in special projects and other related tasks, including updating and publishing project documentation.
• Plan, coordinate, attend, and provide day-of support for department and offsite events, including fundraising and staff functions.
• Run confidential reports and create PowerPoint presentations, Word documents, and Excel spreadsheets on results.
• Assist with the annual budgeting process.
• Provide backup support to other Executive Assistants.

Requirements

• College diploma in administration or secretarial studies, or equivalent combination of education and experience.
• Minimum of 5 years experience.
• Strong business acumen and professionalism.
• Proficiency in MS Office (Word, Excel and PowerPoint).
• Ability to handle multiple competing priorities and deadlines.
• Excellent communication skills, both written and verbal.
• Must be eligible to work in Canada.

Skills

• MS Office (Word, Excel and PowerPoint)
• Calendar management
• Travel arrangements
• Meeting minutes
• Expense reports
• Correspondence writing
• Filing
• Hospitality services
• Agenda preparation
• Document package preparation
• Timesheet tracking
• Supply ordering
• Inventory management
• Equipment management
• Mail distribution
• Technical support
• Onboarding assistance
• Project documentation
• Event planning
• Fundraising support
• Staff functions support
• Report generation
• PowerPoint presentation creation
• Word document creation
• Excel spreadsheet creation
• Budgeting process assistance
• Backup support

Location

• Canada

Work Type

• Hybrid work model
• Full-time

Experience Level

• Minimum of 5 years experience

Education Level

• College diploma in administration or secretarial studies
• Equivalent combination of education and experience

Salary/Compensations

• 74,800 - 91,400
• 7.5% annual bonus target
• Up to double the target bonus payout
• Up to 12% of salary share plan
• 50% Intact match on Employee Share Purchase Plan (ESPP) shares

Benefits

• Flexible work arrangements
• Possibility to purchase up to 5 extra days off per year
• Telemedicine
• Wellness account
• Share plan
• Savings plans
• Guaranteed income for life via defined benefit pension plan

About the Company

• Our employees are at the heart of everything we do. Together, we help people, businesses, and society prosper in good times and be resilient in bad times.
• Our employee promise represents Intact’s commitment to you in exchange for living our Values, striving to do your best work, being open to change and investing in your career. In return, we promise to provide support, opportunities and performance-led financial rewards at a workplace where you can shape the future, win as a team and grow with us.
• Pay at Intact is about much more than just salary.
• As part of our commitment to Win As A Team, we share our success with employees through our annual bonus plan and Employee Share Purchase Plan (ESPP) – with Intact matching 50% of your net shares.
• Our pension offerings provide flexibility and long-term security for our employees beyond their careers. We are one of the few companies offering the opportunity to receive guaranteed income for life via our defined benefit pension plan.

Equal Opportunity

• We are an equal opportunity employer.
• At Intact, our Value of respect is founded on seeing diversity as a strength. We strive to create an accessible workplace where employees feel valued, included and encouraged to share their unique perspectives.
• We encourage applications from individuals who are members of equity-deserving groups, including but not limited to women, Indigenous peoples, persons with disabilities, Black people, and members of the 2SLGBTQI+ community.
• As part of Intact’s commitment to reconciliation, we acknowledge that we work, meet and travel across the land currently called Canada, originally inhabited by First Nations, Metis and Inuit people. This history extends through many centuries and continues to evolve today.
• We have policies to ensure equal access and participation for people with disabilities, including providing workplace adjustments (accommodations). A copy of applicable policies is available on request.
• If we can provide a specific adjustment to make the recruitment process more accessible for you, please let us know when we reach out about a job opportunity. We’ll work with you to meet your needs.
• Please note that Intact does not provide sponsorship or other support for immigration-related matters including but not limited to employer-specific closed work permits. Candidates must be eligible to work in Canada from the anticipated start date and throughout their employment and are solely responsible for maintaining their work eligibility.