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
Skills Required
- University degree or college diploma in Business or 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
- Experience in an HR, People and Culture, or corporate strategy environment
- Ability to handle highly confidential and sensitive organizational matters with discretion, sound judgment, and independence
- Strong organizational and time management skills, including managing competing priorities for multiple Vice Presidents
- Exceptional interpersonal skills and professionalism with internal stakeholders and external partners
- Strong written and verbal communication skills
- Meticulous administrative and organizational capabilities with strong attention to detail
- Advanced proficiency in Microsoft Office applications, including Outlook, Word, Excel, and PowerPoint
- Proficiency with Adobe Acrobat and Oracle HCM
- Ability to travel to Waterloo regularly, at least once per week
What We Do
Definity Financial Corporation is the parent company to some of Canada’s most long-standing and innovative property and casualty insurance brands and companies, including Economical Insurance, Sonnet Insurance, Family Insurance Solutions, and Petline Insurance. We focus on making insurance better for our customers, our employees, our broker partners, and our communities. Our promise to employees is to provide a workplace that’s collaborative, ambitious, rewarding, and empowering. Our inclusive environment provides the space to innovate with colleagues and implement even better ways of doing things. We invest in our employees’ growth and development and help them thrive. With our flexible, hybrid work arrangements, total rewards packages, company share ownership program, and emphasis on work-life balance, it’s better here. If you’re looking for a career where your perspective and expertise are valued, you’ll find it here at Definity.
