Executive Assistant

We are seeking a highly organized, proactive, and detail-oriented Executive Assistant to provide comprehensive support to senior leaders within our Global Human Resources team. This role is instrumental in ensuring the seamless operation of executive activities by managing complex schedules, communications, and logistics, while upholding the highest standards of professionalism and confidentiality. 

As the first point of contact for internal and external stakeholders, you will play a key role in fostering collaboration across teams and geographies. You will also contribute to culture-building efforts, operational planning, and compliance coordination. 

The ideal candidate will be a self-starter with exceptional communication skills, a strong sense of initiative, and the ability to manage multiple priorities in a fast-paced environment. They will demonstrate sound judgement, a solution-oriented mindset, and a willingness to step in and assist wherever needed. A respectful and considerate approach to working with others is essential, ensuring all colleagues and stakeholders are treated with professionalism and care. 
 

Key Responsibilities:

Executive Support & Calendar Management: 

• Manage complex, multi-time zone calendars for four senior executives, including prioritizing meetings and coordinating international travel and itineraries 

• Act as a gatekeeper for internal and external communications, filtering inquiries and protecting executive time 

• Monitor and manage inboxes, flagging priority messages and responding on behalf of executives when appropriate 

• Plan and book travel within one business day of request and process related expenses within five business days of receipt 

Meeting & Event Coordination: 

• Organize and support executive meetings, including agenda development, minute-taking, and action item follow-up 

• Lead planning and execution of internal and external events such as HR town halls, conferences, team celebrations, and the annual HR holiday luncheon 

• Serve on the local social committee, spearheading engagement activities and team-building initiatives 

Administrative Operations: 

• Prepare high-quality correspondence, reports, and presentations with accuracy and attention to detail 

• Maintain and update the HR Canada Team email distribution list and monitor the general HR Canada mailbox, directing inquiries appropriately 

• Order and manage office supplies across all campuses and coordinate with facilities as needed 

• Maintain the HR signing authority listing, ensuring timely updates and accuracy 

Security, Compliance & Access Management: 

• Serve as Security Access Coordinator, managing access rights for file shares, shared mailboxes, distribution lists, and Teams channels 

• Oversee user permissions and maintain up-to-date records of owners and authorizers 

• Conduct regular audits to ensure compliance with security protocols and data integrity 

• Manage onboarding and offboarding processes for employees across human resources department 

• Ensure all access and permissions are aligned with company security standards and updated promptly during employee transitions 

Business Continuity:

• Serve as Business Continuity Plan Coordinator within the HR Business Continuity Team, supporting plan maintenance, data accuracy, and stakeholder engagement. Responsibilities include developing tools and resources to enhance communication and data collection; training communication leads on their roles during live call-tree exercises and ensuring plans and employee data remain current and compliant. 

What You Will Bring: 

• 5+ years of experience in an executive support role, ideally within a complex, matrixed organization 

• Demonstrated ability to support multiple executives across various locations and time zones 

• Strong organizational and multitasking skills with the ability to manage competing priorities under tight deadlines 

• Excellent written and verbal communication skills, with a high level of discretion and professionalism 

• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams) 

• Bilingualism in French is considered an advantage 

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The base salary for this position is between  $50,400 - $83,900 annually.  This represents base salary only and does not represent other variable compensation components of our total compensation ( i.e. annual bonus, commission etc).  If you are selected to move forward in our recruitment process, your recruiter will be able to discuss additional details of our total rewards program with you.

Career opportunities will be open a minimum of 5 business days from the date of posting, closing dates will vary depending on the search activity. All applications received will be reviewed on a rolling basis.

Be your best at Canada Life- Apply today!

Being a part of Canada Life means you have a voice. This is a place where your unique background, perspectives and talents are valued, and shape our future success.

You can be your best here. You’re part of a diverse and inclusive workplace where your career and well-being are championed. You’ll have the opportunity to excel in your way, finding new and better ways to deliver exceptional customer and advisor experiences.

Together, as part of a great team, you’ll deliver on our shared purpose to improve the well-being of Canadians. It’s our driving force. Become part of a strong and successful company that’s trusted by millions of Canadians to do the right thing.

Canada Life serves?the financial security needs of more than 13 million people across Canada, with additional operations in Europe and the United States. As members of the Power Financial Corporation group of companies, we’re one of Canada’s leading insurers with interests in life insurance, health insurance, investment and retirement savings. We offer a broad portfolio of financial and benefit plan solutions for individuals, families, businesses and organizations.?

We are committed to providing an inclusive, accessible environment, where all employees and customers feel valued, respected and supported. We are dedicated to building a workforce that reflects the diversity of the communities in which we live, and to creating an environment where every employee?has the opportunity to?reach their potential.?

It is our priority to remove barriers to provide equal access to employment. A Human Resources representative will work with applicants who request a reasonable accommodation during the application process. All information shared during the accommodation request process will be stored and used in a manner that is consistent with applicable laws and Canada Life policies. To request a reasonable accommodation in the application process, contact talentacquisitioncanada@canadalife.com.

Canada Life?would like to thank all applicants, however only those who qualify for an interview will be contacted.

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