We are seeking a =+ years of experience, detail oriented, and service-oriented Executive Assistant to provide high-level administrative and operational support to the Senior Vice President and other members of the Executive Management Team. The ideal candidate is proactive, detail-oriented, and takes pride in representing leadership with excellence—managing complex calendars, communications, and priorities with discretion and efficiency in a fast-paced, detail oriented environment. <br> Key Responsibilities Provide comprehensive calendar management with proactive planning and follow-up, scheduling/rescheduling internal and external meetings, organizing logistics, and managing last-minute changes with professionalism. Prioritize and manage executive emails and communications; coordinate directly with internal and external stakeholders. Prepare daily briefing documents, including meeting details, materials, and calendar look-aheads. Compile, design, and review confidential correspondences, presentations, organizational charts, reports, and other materials using Microsoft Word, Excel, PowerPoint, and Visio. Coordinate and prepare agendas, arrangements, materials, and minutes for board, executive, and management meetings; track and follow up on action items. Prepare and format detail oriented reports and PowerPoint presentations, including visuals and design elements. Ensure all documents requiring signature are accurate and include relevant supporting materials. Monitor deadlines and follow up on outstanding items to ensure timely completion. Coordinate complex travel arrangements, itineraries, and expense reporting. Manage departmental infrastructure, including CRM systems, databases, directories, and electronic/paper filing systems. Assist with event planning and execution for internal and external functions. Support divisional and business development initiatives, including project coordination, tracking deliverables, and maintaining communication on progress. Coordinate divisional meetings, retreats, and offsite events by preparing agendas, materials, and follow-up documentation. Provide additional administrative support to the Senior Vice President and Executive Management as required.
<p>We're looking for a versatile, detail-driven Legal & HR Operations Specialist to support essential functions across legal administration, corporate governance, and HR operations. This blended role is perfect for someone who excels at balancing priorities in dynamic settings and managing sensitive data with confidentiality. If you're an adaptable professional who thrives in evolving business environments, this position offers the opportunity to make a significant organizational impact.</p><p><br></p><p><strong>Key Responsibilities</strong></p><p><br></p><p><strong>Legal Operations & Governance:</strong></p><ul><li>Collaborate closely with senior leadership to ensure compliance and optimize legal workflows.</li><li>Manage corporate records and regulatory documentation to meet internal and external standards.</li><li>Oversee the contract lifecycle, including drafting, reviewing, tracking approvals, renewals, and administering e-signature processes.</li><li>Prepare, coordinate, and document board and committee meetings, including agendas, resolutions, minutes, and portal management.</li><li>Support legal research, regulatory filings, and due diligence for business initiatives.</li><li>Maintain tracking systems for legal matters, deadlines, invoices, and documentation.</li><li>Provide general legal administrative assistance, including proofreading and editing documents.</li></ul><p><strong>Human Resources Operations:</strong></p><ul><li>Administer HR processes and systems throughout the employee lifecycle, from onboarding through offboarding.</li><li>Create and manage HR documentation, such as employment agreements, amendments, and compliance records.</li><li>Support employee equity programs and consultant agreements with precise attention to detail.</li><li>Coordinate timely completion of policy acknowledgments, training compliance, and performance review cycles.</li><li>Maintain organized HR records and contribute to internal process improvements and surveys.</li></ul><p><br></p>
<p>We are looking for a highly organized and detail-oriented Administrative Assistant to join our clients team in Toronto, Ontario. In this role, you will provide essential support to ensure the smooth operation of their office, handling a variety of administrative tasks and contributing to the overall efficiency of our operations. Your professionalism, discretion, and proactive approach will be key to your success as you collaborate with team members and manage daily responsibilities.</p><p><br></p><p>Responsibilities:</p><p>• Provide comprehensive administrative support to the Executive Assistant and team, ensuring daily operations run smoothly.</p><p>• Organize and maintain the document management system, including scanning, uploading, and creating folders.</p><p>• Oversee office inventory by managing supplies, snacks, and beverages to meet the needs of staff.</p><p>• Handle courier shipments, as well as incoming and outgoing mail, with precision and timeliness.</p><p>• Coordinate catering services and prepare boardrooms for meetings, lunches, and events.</p><p>• Disseminate internal notices and updates about events to keep staff informed.</p><p>• Assist with calendar management, including scheduling business and personal appointments in the absence of the Executive Assistant.</p><p>• Conduct research projects related to office operations or vendor improvements as needed.</p>
The Business Assistant reports directly to VP of Personal Insurance Pricing and is responsible for supporting the day-to-day administration requirements of the senior Personal Insurance Pricing leadership team and the support of requests for the Head Office Personal Insurance team’s shared services administration team. The successful candidate will be responsible for the provision of administrative support including calendar and inbox management, expense report management, travel booking, system access requests, onboarding/offboarding of new hires, event planning/onsite coordination and other associated duties. <br> Description for Internal Candidates What can you expect in this role? The Business Assistant reports directly to VP of Personal Insurance Pricing and is responsible for supporting the day-to-day administration requirements of the senior Personal Insurance Pricing leadership team and the support of requests for the Head Office Personal Insurance team’s shared services administration team. The successful candidate will be responsible for the provision of administrative support including calendar and inbox management, expense report management, travel booking, system access requests, onboarding/offboarding, event planning/onsite coordination and other associated duties. • Manages the VP, Personal Insurance Pricing’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, expense report management, deadlines and approvals. Coordinates and books for VP, Personal Insurance Pricing's local and international travel • Assists the senior Personal Insurance Pricing leadership team with administrative functions • Supports system access, onboarding/offboarding and other administrative requests for the Head Office Personal Insurance team’s shared services administration team. • Event planning /onsite coordination for the Personal Insurance & Sonnet teams in the Montreal Office and other associated duties as a member of the Personal Insurance Employee Experience Committee. • Provides coding of invoices and forwards onto appropriate approval authority • Other duties as assigned, including supporting other Personal Insurance functions in the Montreal office
<p>We are looking for a dedicated Mailroom Assistant to join a team in Etobicoke, Ontario on a contract basis. In this role, you will play an essential part in ensuring the smooth operation of mailroom processes and supporting our financial services organization. The ideal candidate will have strong organizational skills, attention to detail, and the ability to collaborate effectively with team members and external partners.</p><p><br></p><p>Responsibilities:</p><p>• Handle incoming and outgoing mail, ensuring timely and accurate distribution within the organization.</p><p>• Prepare packages for shipping by verifying contents, labeling, and coordinating with courier services.</p><p>• Maintain and organize mailroom supplies and equipment to ensure operational efficiency.</p><p>• Collaborate with internal departments to manage mail-related inquiries and resolve any issues.</p><p>• Sort and distribute mail to designated departments or individuals in accordance with established procedures.</p><p>• Monitor mailroom processes and suggest improvements for better efficiency.</p><p>• Assist with general office tasks, such as filing, document scanning, and data entry.</p><p>• Ensure compliance with company policies and procedures related to mail handling and security.</p><p>• Provide excellent customer service to both internal and external stakeholders.</p><p>• Support the team with additional administrative tasks as needed.</p>
<p>We are looking for a detail-oriented and organized Investor Relations Administrator to join our team on a long-term contract basis in Toronto, Ontario. In this role, reporting to the Director, Investor Relations, the Administrator, Investor Relations you will work closely with the Director, the IR team and the senior executive team to develop and execute the Company’s investor relations and communications strategy.</p><p><br></p><p>Responsibilities:</p><p><br></p><p>• Maintaining investor database for the Investor Relations, Treasury and ESG Teams; including tracking investor feedback from conferences, ESG discussions, webinars, and proxy meetings;</p><p>• Preparation of a bi-weekly report to the CEO and CFO summarizing investor, analyst, and ESG engagement activities and upcoming events for the executive team; </p><p>• Leading weekly department meetings, including summarizing upcoming events and priorities, and maintaining calendar and checklists of all investor relations events </p><p>• Leading corporate access and investor events, primarily the coordination, participation and planning of industry conferences, marketing and other corporate access events, including conference logistics for executive management, prioritizing key investors, 1x1 schedules, presentation materials and investor biographies; </p><p>• Assisting in travel arrangements, including flights and hotels, for conferences, marketing and other investor events; </p><p>• Occasional attendance of industry conferences, marketing and other investor events; </p><p>• Assisting in scheduling pre-quarter and post-quarter calls with analysts and investors; including preparation of analyst consensus estimates for earnings and production forecasts; </p><p>• Supporting and coordinating AGM-related events with the Corporate Secretary team, including securing venues and providing on-site assistance; C2 - INTERNAL </p><p>• Assisting in proxy voting season, including scheduling proxy calls with key investors and preparing reports of proxy results from the previous year for the Corporate Secretary team and Board of Directors; </p><p>• Assisting in the preparation, review, and distribution of external communication materials, including first draft of presentations, press releases, annual report, and quarterly materials; </p><p>• Assisting in the preparation of materials to be presented to the Board of Directors; </p><p>• Maintaining the corporate website; </p><p>• Other related duties as required.</p>
