HR Business Assistant

The Opportunity

The Business Assistant is responsible for all coordination and executive support functions for a group of Vice Presidents within the Human Resources and Talent organization at Definity (including HR Operations, HR Business Partners, Enterprise Change Enablement, Talent & Culture, and HR Integration). This role also provides a full range of administrative support to the broader HR, Talent Acquisition, and Culture teams.

What to Expect

• Complex Calendar & Inbox Management: Manage the VPs' calendars and inboxes, coordinating internal and external meetings. Actively manage and resolve conflicting priorities across multiple executives while ensuring necessary resources are booked.
• Travel Coordination & Expense Management: Coordinate and manage light travel itineraries, flight and hotel bookings, and ground transportation for the VPs. Prepare, compile, and submit travel-related expenses and corporate invoices in a timely and accurate manner.
• Confidentiality & Discretion: Ensure that highly sensitive, proprietary, and confidential HR information is handled with discretion and released only to authorized individuals.
• Event & Culture Coordination: Plan and coordinate events for the HR team. Handle all venue, catering, and technical support arrangements.
• Reporting: Monitor monthly reports and track expenses for various HR initiatives, following up on discrepancies when necessary.
• Expense & Invoice Review: Review all direct report expense reports for accuracy and policy compliance prior to leader approval.

What You Bring

• University degree or college diploma in Business/Office Administration, Human Resources, or a relevant discipline.
• 3-5 years of experience supporting multiple senior-level leaders in an executive assistant or business assistant capacity, ideally within an HR, People & Culture, or corporate strategy environment.
• Exceptional Discretion: Proven ability to handle a wide variety of activities and highly confidential and sensitive organizational matters with sound judgment and independence.
• Excellent Organizational Skills: Strong time management skills with the ability to maintain balance among competing priorities from multiple VPs.
• Exceptional Interpersonal Skills: Shows professionalism in all interactions with internal stakeholders and external partners.
• Articulate: Strong written and verbal communication skills.
• Attention to Detail: Meticulous administrative and organizational capabilities.
• Tech Savvy: Demonstrated advanced proficiency in Microsoft Office applications (Outlook, Word, Excel, and PowerPoint), Adobe Acrobat, and Oracle HCM.
• Travel Requirement: Must be able to travel to Waterloo regularly (at least once per week)

Salary Range: $51,300 - $94,400

Actual salary for the role may vary depending on work location of the successful candidate and other factors including but not limited to, skills, education, experience, working conditions and the local labour market.

This position is being posted to fill an existing vacancy.

Interested in this role, but don’t meet every requirement? We encourage you to apply! We know from experience that a candidate doesn’t need 100% of the qualifications listed to bring incredible value to our team. We’re actively seeking diverse backgrounds and perspectives to help us make insurance better. At Definity, inclusion, diversity, and equity aren’t just “nice to have” — they’re essential to our success. 

What’s in it for you?

• Hybrid work schedule for most roles
• Company share ownership program
• Incentive Program - Eligible employees may participate in various incentive plans which are paid out at the discretion of the company and subject to individual and company performance.
• Pension and savings programs, with company-matched RRSP contributions
• Paid volunteer days and company matching on charitable donations
• Educational resources, tuition assistance, and paid time off to study for exams
• Focus on inclusion with employee groups, support for gender affirmation surgery, access to BIPOC counsellors, access to programs for working parents 
• Wellness and recognition programs 
• Discounts on products and services

Go ahead and expect a lot — you deserve it.

It’s better here — but don’t take our word for it. Definity was named by Great Place to Work® as one of the Best Workplaces™ in Canada for women, for youth, and for inclusion.

Our inclusive work environment welcomes diversity and supports accessibility. If you require accommodation at any time during the recruitment process, please let us know by contacting [email protected].

As part of Definity’s commitment to reconciliation, we acknowledge that our work, meetings, and travel take place on the lands now known as Canada, and recognize the enduring presence, wisdom, and stewardship of the First Nations, Métis, and Inuit peoples who have long cared for these lands.

Background checks

This role requires successful clearance of background checks (including criminal checks and leadership references).

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