City : Waterloo

Category : PERMANENT FULLTIME

Industry : Insurance

Employer : Definity

The Business Assistant is responsible for all coordination and executive support functions for the VP of Commercial Insurance - Specialty Lines. This role also provides a full range of administrative support to the Commercial Insurance team.

What to expect

• Manage the VP's calendar and inbox in all coordination of meetings; managing multiple conflicting meetings and necessary resources, booking and scheduling meetings with internal and external clients.
• Ensure that highly sensitive, proprietary, and confidential information is released only to those authorized. 
• Event planning and coordination for the Commercial Insurance team in the Waterloo office; including executing all aspects of meetings and special events in addition to venue and technical support arrangements.
• Develop framework budget based on historical data and business plans. Input budget, co-ordinate budget process and ensure deadlines are met. 
• Monitor monthly reports and track expenses, following up on discrepancies when necessary.
• Review all direct report expense reports for accuracy and policy compliance.
• Complete, prepare, and submit payment of invoices and company expenses.

What you bring 

• University degree or college diploma in Business/Office Administration, or relevant discipline.
• 3-5 years of experience supporting a senior level leader in an executive assistant or business assistant capacity. 
• Excellent organizational and time management skills
• Exceptional interpersonal skills — shows professionalism in all interactions with internal and external stakeholders. 
• Adaptable — shows initiative and ability to maintain the necessary balance among competing priorities and multiple stakeholders. 
• Strong problem-solving skills — ability to work independently and under tight timelines to handle a wide variety of activities and confidential matters with discretion and good judgment.
• Articulate — strong written and verbal communication. 
• Attention to detail — excellent administrative and organizational skills. 
• Proficient in Microsoft Office applications (Outlook, Word, Excel and PowerPoint) and Adobe Acrobat — willing to learn new software where needed. 

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