Senior Executive Assistant

Job Overview

The Senior Executive Assistant provides advanced administration support to The SVP. Chief Legal and Governance Officer, while exercising good judgment, maintaining appropriate confidentiality, and ensuring a professional representation of the company.

Job Responsibilities

• Manages SVP’s calendar by effectively scheduling and prioritizing meetings, while handling potential conflicts and monitoring upcoming deadlines, balancing complex calendar management and coordination challenges.
• Prepares and compiles documents, presentations, reports, statistics inclusive of conducting research on behalf of leader, ensuring deadlines are met, for example, Board materials.
• Coordinates meetings including preparing agendas, compiling and distributing documents in advance of meetings, invites internal/external guests, catering, sourcing meeting location, AV equipment needs.
• Establishes and maintains organized and confidential electronic and paper-based filing systems to ensure information is current and readily accessible.
• Interacts, including in person, with senior external stakeholders, such as board members, professional association senior members and internal executive leadership team members
• Manages, assists and prioritizes document preparation and incoming correspondence, including e-mail management, leveraging exclusive access to highly confidential material. Demonstrates the ability to exercise appropriate judgment and confidentiality, responds on behalf of leader and/or outreach to others to prepare response or disseminate, as appropriate.
• Provides direction to the direct reports of SVPs to ensure deadlines are met, i.e. when gathering data for SVP documents and reports.
• Exercises proxy authority for SVPs for numerous processes and technology tools including staff transactions, pay transactions and expense authorities.
• Coordinates and manages departmental meetings and team events.
• Prepares agendas, document action items and follow-up to ensure action items are closed.
• Provides backup to other Senior EAs.
• Conducts research and creating reports on various topics based on the needs of the SVP.
• Meets regularly with other members of the Senior EA team to build rapport, solve problems, continuously improve service delivery to the SVP
• Prepares and formats various types of outgoing correspondence – or, Prepares and formats various type of external and internal correspondence for signature. 
• Coordinates travel arrangements, ensures expense submissions are within guidelines and policies.
• Collaborates with peers, business partners, as well as leaders’ direct reports in support of strategic and engagement initiatives, as needed.
• Streamlines and documents processes and procedures to create efficiencies.
• Other various duties, projects and executive support as assigned.

Qualifications

• Minimum 5 years’ experience in a senior executive support role.
• Legal Assistant/Legal Secretary experience is considered a strong asset.
• Related post-secondary education strongly preferred.
• Strong general computer skills with basic IT trouble shooting abilities. 
• Strong MS office skills; inclusive of  MS Teams, Outlook, Word, Excel and PowerPoint.
• Ability to maintain a high level of discretion when handling confidential information.
• Strong verbal and written communication skills with a demonstrated ability to interact with all levels of internal and external customers.
• Strong organizational skills with an ability to prioritize tasks and manage time effectively.
• Ability to manage multiple projects, tasks and assignments at once, reprioritizing where necessary. 
• Ability to address details and examine work carefully for accuracy and completion.
• Familiarity with the Property & Casualty insurance industry would be considered an asset.

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